New features on our AP Invoice Automation software in May

In May quite a few updates were released by the Cevinio team in different areas. We have highlighted in this edition our latest developments in the approval step when workflow tools come into play and the Invoice Archive. Keep reading to discover more about how we can better integrate with external workflow solutions and the updates performed in the Invoice Archive.

Communication with your external workflow

Easier and faster searches in the Invoice Archive

Cevinio in communication with your external workflow

Major improvement made in the way Cevinio can communicate with external workflow solutions.

We have invested heavily in how our Invoice Processing modules work with external workflow solutions. Although at Cevinio we have our proprietary workflow, we know that some clients and future clients might want to keep using the same workflow as they are using today. The implementation of a software solution always takes time, and we want to make sure you have options.

With the recent update, it is now possible to make changes to the invoice information we provide to the external workflow solution. This workflow feedback gives users the ability to alter the input and send it back to Cevinio.

How does this feature work exactly?

Before this improvement, the invoice was sent to the external workflow for approval. If rejected, a field collected the reason in the system. Then, an AP (Accounts Payable) agent would be notified and assigned to address the feedback. In some cases, the feedback could have been addressed directly by the approver by directly doing the modification on the invoice. Now, this action is possible.

The approver does not need to use the notes field for others to act. Now, the changes can be made directly to the invoice from the external workflow. Less back and forth between the agent and the approver.

How is this new feature going to help you?

We are providing a better experience to those who do not want to replace their existing workflow with the Cevinio workflow and want to get the most out of their tools. Below we have listed some of the benefits of this integration.

Remove steps and get your invoice approved and processed for posting faster.
Reduce communications between approver and agent which can originate errors and manual work.
Avoid delays in the process

Cevinio’s workflow solution

What options do you have if you are looking for an end-to-end invoice automation solution? At Cevinio we provide a proprietary workflow that is completely integrated with our invoice automation software. Some of the advantages of implementing our solution are:

Advanced workflow that is easy to support (low-code/no-code)
Our workflow is integrated with our solution; therefore, process transparency is higher.
All in one system, no need to open different software systems

Easier and faster searches in the Invoice Archive

Allow search on URN (Unique Reference Number) in the Invoice Archive

The archive page, which can be used for tracing back documents, has been refined with the ability to search on the Unique Reference Number, making quick analysis of specific files much easier and faster.

How does this feature work exactly?

URN (Unique Reference Number): This is the number given to a document when it enters the system. The document keeps this number until the end (posting), making it easier to track the file throughout the different steps in the invoice process.

Invoice Archive: This is the part of our system where you can track the activity of all invoices. Errors and successfully processed invoices appear here. If you want to find out why an invoice has not been processed, you can find the details using the filters or any of the following: URN, Invoice Number, Sender Company Name, Receiver Company name, Contact email, and Customer reference. The URN given to the document/invoice will help your agents and you find the document faster.

Here is an example of a situation where this feature will prove useful.

An invoice is ready to be posted in the ERP, but the ERP is down so it cannot be posted for payment. The Invoice Archive will show the error. It is easier to find the status of the document/invoice by using the URN. At that point in the process, you want to make sure the invoice is posted asap for payment.