The way your business operates is likely very different than it was even a few years ago. In today’s remote workforce, it’s critical that business leaders have the tools in place to automate AP and streamline document management, invoicing approvals and more from anywhere in the world. That’s where a document management and process automation solution comes in.
A document management solution – like NexTec and Acumatica partner DocLink – works by eliminating your manual processes and automating transactions in accounts payable and beyond. It better manages your data by helping you go truly paperless and streamlining all your vital document processes. That means bringing together your purchase orders, packing slips, invoices and more into a single system for ultimate visibility and control.
We recently hosted a webcast for our Acumatica customers with DocLink to demonstrate why document management is critical for success. Below, we summarize the key points and include a link to the on-demand webcast. Check it out:
Automating AP and Other Vital Processes
You’ve got process automation and document management questions, we’ve got the answers. See below for some FAQs answered by our experts.
How do I start automating AP and other data processes?
According to DocLink’s specialists, 80% of clients start by automating their accounts payables (AP) processes. With electronic versions of invoices and supporting documents, you can slash the time it takes to track down approvals, match invoices to purchase orders (POs) and perform otherwise tedious manual tasks.
For companies looking to grow and increase headcount, AP automation helps streamline the approvals process and let your team focus on value-adding tasks.
What is the difference between Acumatica’s free AP Documentation Recognition and Workflow Approval and a solution like DocLink?
While Acumatica does allow for Optical Character Recognition (OCR) technology, the system still requires manual steps to complete the AP process. Acumatica does a great job of getting the invoice into the system using that OCR technology, but users must manually link an invoice to a PO and ensure approvals workflows are set up correctly.
With a document management solution, you can automate the management of other documents as well, including POs, packing slips and more, which Acumatica cannot currently capture. Automated data processing functionality also allows users to automate vendor or customer validations, link an invoice to an open PO or match items with tolerances.
DocLink’s AI-based OCR module works by capturing line items as well as header and footer details to pick up quantities by line items, unit costs, tax amounts and more. The system then creates the transaction in Acumatica according to the matching rules and workflows you’ve put in place. With DocLink, you can see all associated documents – including POs, packing slips, invoices and more – in one central system for increased visibility.
What if my company has complex, cumbersome and non-standardized processes?
Truthfully, most of our customers come to us with complicated processes and siloed departments. DocLink’s specialists work together with our NexTec consultants to understand your business’s requirements and what’s driving your automation needs. Then, we work to come up with a solution that helps standardize your processes and streamline company-wide collaboration.
When we initially meet with your team, we request that the employees and users entering the invoices join us on the first Discovery Call. That’s because it is these people that understand the day-to-day issues that DocLink’s automation tools will solve. Their input helps us draw up the right plan for your team and helps keep everyone focused on your company’s unique requirements and automation goals.
Can a document management solution help me during an audit?
Are you struggling to bring together documents for audit purposes? We know how complicated it is to be fully audit ready. Because a document management system stores all documents electronically and links associated documents together, users can pull all required documentation for an audit within minutes.
Here’s how it works: With DocLink, users can create an auditor login with pre-defined security measures and permissions based on that login ID. From there, the auditor can go into DocLink and view the documentation necessary to perform the audit. Alternatively, documents can be exported from DocLink onto a flash drive, which the auditor can then use to search and retrieve required documents.
“Users can pull all required documentation for an audit within minutes.”
Take Your Document Management to the Next Level
In today’s remote world, streamlining your document management processes and automating data processing has never been more important to the success of your business. Check out our on-demand webcast below and reach out to us when you’re ready to learn about Acumatica, DocLink and NexTec.
About NexTec Group
NexTec Group is one of North America’s largest and most experienced technology consulting firms, specializing in industry-specific solutions for mid-sized organizations. For thirty years, NexTec has been a trusted partner to businesses, delivering, implementing, and supporting the core Enterprise Resource Planning (ERP) and Business Intelligence (BI) solutions they need to scale and grow.
With seasoned consultants from coast to coast, and a premium portfolio of innovative business management solutions including Acumatica and Sage X3, we help you get the most out of your technology investments. Our over 90% customer retention rate is a testament to the lasting, impactful relationships we build with our clients.
To learn more, visit www.nextecgroup.com or follow us on LinkedIn.
