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#1 Automated Invoice Matching Software

Drowning in invoices and purchase orders?

You’re at your desk, buried under stacks of supplier invoices, statements and tons of email queries that just don’t stop piling up. It’s you and your team against the world, trying to sort it all out. Hour after hour, and it’s overwhelming everyone. Pull yourself and your team out of the paperwork quicksand with automated invoice matching software. Automate your workflow and cut down the hours it takes to match and validate invoices against orders, receipts or delivery dockets. Finally reduce errors, clear up the clutter, and open up space for work that actually excites you. Say goodbye to the never-ending paperwork.

Every error on an invoice is money lost

Manual invoice matching can be time-consuming. You have to go through each invoice, order and receipt line by line, and make sure the numbers matches up. It’s boring, takes forever, and it’s easy to mess up. When there’s a mistake, it can lead to an over or double payment and having uncomfortable talks with friends in audit and your suppliers – and no one likes to tell someone they’re getting paid less or later because of a mix-up. 

Thankfully, automated invoice matching software makes sure that line item, tax and business rules across your contracts, orders, receipts matches up, so you don’t have to worry about validating everything yourself. This means no more errors, no more incorrect or overpayments, and no more awkward apologies to suppliers. It makes life easier for you and keeps your supplier relationships strong and happy.

Two IT professionals collaborating over a laptop, discussing automated invoice matching software

Say goodbye to paperwork

Having a tool that makes sure your invoices are always spot-on can be a big relief. Automated invoice matching software keeps an eye on your finances and fixes any mistakes before they become a problem. This means you can relax a bit more, knowing that your money is being looked after properly. 

SpendConsole is designed to work well with the systems you’re already using. Your team won’t have to spend hours on manually matching and validating invoices but instead use their skills on more exciting, important work that makes a real difference to your business. It’s not just good for the finance team; it’s great for everyone in the company, moving you all towards bigger and better things.

What our clients say about us

Ian W.
Group Treasurer at Macmahon
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"The implementation was remarkably smooth, with the SpendConsole and Macmahon teams working collaboratively to deliver the program on-time, on-budget, and meeting our business objectives."
Brendan F.
CEO & Founder at PRAAS
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"SpendConsole™ significantly improves ourprocessing times and minimises our risk of incorrect payments."
Brett F.
CEO, Fulton Francis - Global Managed Print Services
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"As their first customer, I embraced the power of their ai automation software to enable us to consolidate all of our supplier invoices across our global business in one place. This helps prevent incorrect and duplicate payments and has improved our payables productivity by over 50%."
Stefani P.
Manager Shared Service Integration at TAFE NSW
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"SpendConsole minimise manual touchpoints and promotes accuracy."
Amina B.
Director Shared Services Integration at TAFE NSW
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"SpendConsole team are supportive, collaborative and deliver outcomes that meet our organisations needs."
A businessman smiling and concentrating on his laptop screen, possibly analyzing data using digital payment reconciliation software in a bright office setting

Discover the future of invoicing

Our automated invoice matching software uses AI to continuously improve matching and validating supplier invoices with purchase orders, contracts, and receipts. This technology streamlines the process, making it faster, simpler, and more accurate to make sure that supplier invoices align with your approved transactions before they’re cleared for payment.

2 and 3-Way Invoice Matching

Configure your own business rules to match supplier invoices directly to purchase orders, contracts, and receipts and/or service sheets, down to the correct line item.

With SpendConsole’s invoice matching software you can automate:

  • Matching to the correct purchase order line items
  • Selection and matching to the correct receipt
  • Workflow invoices to the correct stakeholder group(s) to take action in case of an exception

Automate Receipt Entry

For relevant commodities such as low-value and risk, or where you have a unique use case, you can automate the creation and entry of receipts upon an approved invoice.

SpendConsole process automation enables you to automate document flow in a controlled and auditable way.

Control Non-Purchase Order Spend

Control your non-purchase order invoices, emergency payments, and ad-hoc purchases by enabling your own business rules and as per your business delegation of authority rules.

With SpendConsole’s invoice matching software you can:

  • Create a special approval workflow for each type of non-purchase order invoice
  • Configure special approval conditions and attributes
  • Automatically allocate to the correct GL, Cost centre

Supplier Invoice Role-Based Configuration

Easy to configure, role-based configuration capability, puts your business in control.

SpendConsole’s invoice matching software enables you to:

  • Configure matching rules, exceptions and warnings
  • Create invoice resolution group(s)
  • Tailor email messages and notifications
  • Create special automation rules

For example. you can automatically reject, quarantine, approve, or park invoices based on a fully customisable and comprehensive set of criteria.

Automate assignment and approvals from the right stakeholder(s)

SpendConsole’s intelligent workflow capability automatically validates supplier invoices against comprehensive criteria and then workflows to the correct stakeholder for approval or action as required.

Connect multiple ordering systems

Your AP teams can now manage supplier invoice and payment processes across multiple different internal systems. This is particularly useful if your business has geographically spread offices, especially overseas.

A couple engaged with a laptop screen, possibly exploring automated invoice matching software solutions

Keeping up with invoices  keeps your business and suppliers happy

Manually matching and validating invoices can slow things down, leading to awkward conversations with your business and suppliers. And when payments drag, it doesn’t just cause a few frowns; it creates financial risk and  puts a strain on relationships with those you rely on to keep your business humming. 

Automated invoice matching software makes sure supplier invoices and payments zip out on time, keeping those relationships with suppliers strong and healthy. By cutting down on the grunt work of invoice matching, you ensure that payments are not just on time but also accurate. With automation on your side, you’re not just keeping pace—you’re being a business that suppliers love to work with.

Upgrade and thrive with automated solutions

Unlock a new level of efficiency and growth for your business with automated invoice matching software. It can adapt and expand right alongside your operations, handling an increasing workload without breaking a sweat so that you’re always charging ahead, making sure you’re not left in the dust by the competition.

Curious to see it in action? Request for a demo with complete privacy and without any commitment. Give your business the tools it needs to thrive, without any strings attached. Take this chance to see how you can transform your invoicing process, making it a stronghold of your business growth strategy.

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FAQs around Automated Invoice Matching Software

Is investing in automated invoice matching software really worth the cost?

Think of it as an investment in your business’s future rather than a cost. Automation software saves you heaps of time and reduces the chances of errors that could cost you more in the long run. Over time, the efficiency and accuracy improvements will more than pay for the initial investment. Many providers offer flexible pricing options, so you can find an automation solution that fits your budget and scales with your business.

The good news is that many are designed with user-friendliness in mind. They often come with dedicated support to guide you through the setup process and ensure everything integrates smoothly with your existing systems. Before you dive in, it’s a good idea to check out reviews or ask for case studies from the provider. This can give you a solid understanding of what to expect and how others have successfully implemented the software in similar environments.

Automated invoice matching software takes over the repetitive, time-consuming tasks involved in invoice processing, such as data entry and matching supplier invoices to purchase orders and receipts. This automation means your team can focus on more strategic work, rather than getting bogged down in manual checks. Plus, invoice automation works around the clock, so it can work outside of regular office hours, leading to faster cycle times and happier suppliers.

No system is perfect, but automated invoice matching software significantly reduces the likelihood of errors. These systems are built with sophisticated algorithms that can spot discrepancies that humans might miss. In the rare event that something slips through, the best software options include reporting tools and audit trails, so you can quickly identify and rectify the issue. It’s also worth noting that these systems learn over time, continually improving their accuracy based on the data they process.

Change can be tough, especially when your accounts payable team is comfortable with existing processes. Start by involving your team in the decision-making process. Show them how the software and process automation work, and highlight the benefits, such as less time spent on tedious tasks and more time on projects that add value to the business. You could also look for a software provider that offers a trial period or demos, so your team can see the benefits firsthand. Remember, it’s about making their jobs easier and more enjoyable, not replacing their roles.

Choosing the right software depends on your specific needs and the size of your business. Start by listing your requirements, including the volume of invoices you process, the complexity of your procurement process, and any specific features you need, like integration with your existing accounting software. Then, research and compare different options, looking at features, ease of use, customer support, and scalability. Don’t hesitate to reach out to providers for demos or trials, and consider feedback from other businesses similar to yours.

Most reputable providers of automated invoice matching software understand that one size doesn’t fit all. They usually offer customizable options that can be tailored to fit your specific business processes and rules. This could include setting up unique approval workflows, custom matching rules, or specific reporting requirements. When evaluating software, make sure to discuss your needs with the provider to ensure their solution can be adapted to suit your business perfectly.

Definitely. In today’s fast-paced business environment, efficiency and accuracy are key to staying ahead. Automated invoice matching software not only speeds up your invoice processing but also reduces errors, improves relationships with suppliers, and frees up your team to focus on growth-oriented activities. By streamlining your financial operations, you’re not just keeping up with the competition; you’re setting yourself up to outpace them.

Good software providers offer comprehensive support to ensure you get the most out of their product. This can range from onboarding and training sessions to help with integration and ongoing technical support. Before choosing a provider, inquire about the level of support offered, availability of customer service, and access to resources like user guides or community forums. The quality of support can make a big difference in how smoothly the implementation goes and how quickly you can resolve any issues.

One of the great things about automated invoice matching software is its scalability. As your business grows or your needs change, the software can adjust to handle increased volumes or new types of transactions. During the selection process, consider the software’s flexibility and how easily it can adapt to future changes in your business.