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Your Go-to Guide for AP integration with ERP — Hermes AP Automation

ERP (Enterprise Resource Planning) manages financial parts of organizations like purchasing, accounts payable, and accounts receivable. 

ERP can aid organizations in managing inventories & customers. Organizations can also improve ERP to enhance communication between departments & team members. AP integration with ERP benefits an organization, including cost and effort reduction. 

Do you want to know about AP integration with ERP? This blog will help you understand how AP integration with ERP works, its business process pointers, and its benefits.

What are accounts payable?

The total amount your organization owes to suppliers for goods or services purchased is AP (Accounts Payable). 

AP process aids in detecting the financial liability of the organization's suppliers and vendors for goods and services purchased. AP department looks after invoices and offers functionality based on work and the organization's size. 

ERP Vs. AP  

ERP software and AP are different; organizations must understand the key differentiators. 

Enterprise Resource Planning (ERPs) offers business solutions like supply chain, accounting, human resources, and procurement. It offers data flow across the organization and connects different business processes. Organizations can consider ERP as a toolbox and AP software as a tool. 

AP software can streamline invoices and help the organization to allocate resources & lower costs. AP software is for accounts payable management, while ERP acts as a bridge between all business processes.   

AP integration with ERP 

ERPs store AP, general ledger, accounts receivable, and forecasting information. ERP can not fulfill the general needs of AP staff, thus making it vital for businesses to adopt AP integration to unblock business efficiency and optimize cash flow. Invoice data is complex. 

Integrating AP with ERP is important for managing invoices and payments. Here are the ERP functionalities you should include in AP automation. 

Maintain a comprehensive and up-to-date list of vendors.

Track the status of invoices in ERP systems.

Monitor transaction fees, issues, and payment activity.

Integrate data with other systems to streamline financial close.

AP and ERP integration can streamline business processes by automating tasks, improving visibility, and reducing errors.

Automate master file creation.

Integrate the AP system with the self-service portal to allow vendors to upload their data directly.

Generate tax compliance reports.

Integrate the AP system with tax databases and regulations to produce reports automatically.

Segregate vendors

Integrate the AP system with blocklists and other risk assessment tools to identify and segregate high-risk vendors.

Receive electronic invoices. 

Integrate the AP system with the vendor's ERP system or a third-party invoice processing service to receive invoices electronically.

Streamline 3-way matching and duplicate payments. 

Use AP automation to match invoices to purchase orders, receive reports automatically, and detect duplicate payments.

Electronically approve and communicate invoice information. 

Integrate the AP system with the ERP and others to electronically approve and communicate invoice information.

Access information and reports in real-time 

Integrate the AP system with the ERP and others to provide real-time visibility into AP data and reports.

Streamline cash flow management.

Integrate the AP system with other systems, such as treasury management systems and bank accounts, to streamline cash flow management.

AP automation integration with ERP

Organizations need a system to connect all departments and run operations seamlessly. 

AP integration aids businesses in adding AP data into ERP. Here are the benefits of AP integration with ERP.

Higher operational efficiency

Lower errors

Better financial operations

Cost saving

Scalability

Better compliance & risk management 

Robust supplier relationship 

How can Hermes help

Hermes AP automation software from Calpion streamlines financial operations with its ability to efficiently handle high-volume invoices 24/7 and seamlessly integrate with ERP systems. This automation reduces costs by 90% with only 10% human intervention, boosting employee productivity by 65%.

Hermes also reduces AP processing time, operational risk, and data breaches by ten days and improves vendor relationships. It enhances transparency by providing real-time visibility into AP data and workflows. Hermes quickly integrates with ERP systems without disrupting operations, making it the ideal AP automation solution for businesses of all sizes.

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How Can Accounts Payable Automation Protect You from Fraud?

Protecting the accounts payable process from fraud is a massive concern for businesses across the globe. Every year, companies lose millions of funds due to fraudulent activity. Investing in an accounts payable automation solution can help protect your business against fraud. 

An AP automation system streamlines and automates the accounts payable process end-to-end. This system can help prevent fraud by taking manual labor out of the process. Businesses can reduce the chances of fraudulent activity by automating the overall accounts payable process.  

The accounts payable automation process can provide businesses with additional security measures. For example, it can set up rules and validation checks to alert a company when any invoice detail seems suspicious. It can be beneficial for detecting and preventing fraudulent activity.  

Another benefit of accounts payable automation is that it can provide businesses with better visibility into their accounts payable process. By automating the overall AP process, companies can easily track and audit invoices, payments, and other related information. It can help detect suspicious activity and enable businesses to combat fraud more effectively.  

Accounts payable automation can help protect businesses from fraud by giving them better control over the process. It includes adequate control over who can access the system and who can approve and disburse the payments.  

What Kinds of Accounts Payable Fraud Are Most Common?  

Every year, accounts payable fraud affects thousands of businesses, both big and small. It is because of several things, including how simple it is to commit fraud using conventional AP procedures and fraudsters' growing sophistication. Most of the time, AP fraud is carried out right in front of businesses, frequently with their collaboration.  

The most common kinds of AP fraud are as follows:

Billing Plans Fraud - These schemes can range in sophistication and are frequently carried out by employees or with their knowledge. 

For instance, a worker might create a     false invoice and 'pay' it for goods or services. 

Another option is for an AP employee to     double-pay an invoice by mailing two cheques of an invoice to the same     vendor. Before the arrival of the second cheque, AP calls the vendor to     inform them that they accidentally sent two cheques and requests that they     send one back to a specific address or office location for a particular AP     employee. 

Another scenario is a self-written   cheque or wiring the funds to a personal bank account since this AP person     is an authorized signer. The individual acting as the vendor encashes the  cheque directly from the bank. 

Verify Fraud  

According to a recent market study, cheque-related fraud affected over three-quarters of all businesses affected by AP fraud. Writing checks from a business account for personal expenses or changing the amount in the cheque are examples of fraud.  

ACH Fraud  

When someone (often an employee of the company or a hacker) gains access to funds through an automated clearing house to process electronic fund transfers, this is known as ACH payment fraud. The employee or fraudster may use a keylogger or other method to access the files.  

Once they can access the files, the fraudster may commit vendor impersonation fraud (VIF). It happens when a fraudster alters the profile of an existing vendor to direct legitimate payments to their account.  

·       Expense Reimbursement Fraud

Fraud in Expense Reimbursement Frauds is tricky to find and frequently go undetected for years. These kinds of scams can happen when an employee uses a personal credit card to make purchases and submits an expense report, overstate their expenses, deliberately offer duplicate accounts, or fabricate expenses for goods they have never bought. Even though the sums may appear small initially, they will eventually add up if the fraud is unnoticed.  

Kickback Plans Fraud

Due to insider assistance and protocol-breaking, kickback schemes are among the most harmful forms of fraud. These frauds occur when a third party pays a worker to influence business decisions, like choosing a vendor. As a result, rather than considering what is best for your customers, critical business decisions are made based on who can line the pockets of one of your own. Later on, it might also give rise to other types of fraud, like billing schemes.  

AP Fraud Prevention and Detection  

The main issue with AP fraud is that it is difficult to detect without structural changes to business processes. Protecting your business's and your employees' future may be time-consuming and frustrating, but changing policies and implementing new safeguards is worth the effort. 

Utilize Automation and Machine Learning 

The overwhelming day-to-day details of running a business make it extremely difficult to spot mistakes and patterns, which is why fraud typically happens. For instance, employees who process hundreds of monthly payments frequently need more time to search for designs or double-check changes.  

To protect your AP processes from fraud, you need to streamline and automate the overall process so that the software can track and detect fraud using the latest technologies. The software will raise exceptions whenever an issue occurs. Those exceptions will get processed after a manual review from an authorized user. By automating your end-to-end AP process using secured AP automation software, you can protect your overall AP process from various fraud techniques.

Hermes - AP automation helps centralize communications and automate the AP process, making it much simpler to spot fraud. It uses AI and machine learning technologies to detect fraud. By highlighting suspicious changes, the AP automation tool assists businesses in streamlining the overall AP procedure and prevents fraud. They pay attention to small details and commit human mistakes. Hermes AP automation software follows all rules and regulations under SOC 1 Type 1 compliance.

Our Machine Learning algorithm detects duplicate invoices, tracks vendor changes, and identifies suspicious trends. By utilizing Hermes – AP automation, you can concentrate on managing other priorities of your business while our software monitors the specifics that might make you vulnerable to AP fraud. 

Conclusion 

Businesses can benefit from using accounts payable automation processes to safeguard themselves against any type of Accounts Payable fraud. Companies can reduce the possibility of fraud by streamlining the end-to-end procedure using secured AP invoice automation software like Hermes. Investing in an automated AP software like Hermes for tracking and paying bills is a wise move that can help safeguard your company from fraud and save you from losing money.

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Operational Metrics in Accounts Payable Process

Though the Accounts Payable Department's responsibilities vary depending on the size of a company, the Accounts Payable Department generally manages and pays the company's bills. The Accounts Payable Department handles everything from processing incoming invoices, including paying the in-house bills and travel reimbursements, and ensuring that all the company's suppliers are paid in full and on time. Paying vendors in this manner may even result in lenient credit terms from vendors, saving the company money. 

So, how can your company ensure that your accounts payable department is in top form and accurate? Of course, by measuring Accounts Payable performance metrics! We already know that AP departments play a vital role in an organization's financial health. The traditional measure of invoices payable, days payable outstanding (DPO), only tells part of the story. 

Therefore, accounts payables performance needs to be measured thoroughly before analyzing and measuring your existing AP automation software process. To truly understand the health of an accounts payable department, we must look at other operational metrics, such as first-time pass rate and percent of invoices processed electronically. By doing so, we can get a more holistic view of the department and identify opportunities for improvement. 

This article discusses the importance of measuring accounts payable in operational metrics. We will also provide a brief overview of the most used metrics and how to improve Accounts Payable.

Accounts payable metrics are the numerical values used to assess the effectiveness and efficiency with which specific goals and objectives get achieved within a company's AP Department. Accounts Payable metrics should focus on employee work quality, individual employee productivity, and the cost of running the Accounts payable department. Let us look at the widely classified AP metrics: 

Widely Classified Accounts Payable metrics:  

Operational metrics - Concerned with process and productivity.

Financial metrics - Critical for enterprise financials.

Supplier metrics - Track the performance and activity of suppliers.

When you automate your Accounts Payables operations, you can track your KPIs while using your metrics to influence change throughout your organization. You can significantly reduce errors and supplier inquiries by implementing AP Automation and actively reviewing your AP metrics. The following operational KPIs should be monitored and analyzed by AP departments:

Invoice processing cost - This metric calculates the direct monthly price of accounts payable operations (excluding corporate overhead) by the number of monthly invoices processed. AP managers should be mindful of their cost per Invoice and have a plan to improve efficiency to reduce this cost.

 Invoices per FTE - This operational metric compares the number of invoices processed to the number of accounts payable employees. This KPI may differ depending on whether a company still uses paper invoices or has switched to eInvoicing.

Invoice processing time - The processing time is the average time it takes for an invoice from when it comes in until its payment is the key performance indicator (KPI). 

Timely Payment - Invoices must be paid on time to avoid late payment penalties and create opportunities for early payment discounts and strengthen relationships with suppliers. This metric computes the percentage of total invoices paid on time.

Exception rate

This statistic tracks the mismatches or discrepancies that must be verified or corrected before processing PO and non-PO invoices.

This metric has a direct impact on processing costs and timeliness. It     considers the percentage of total invoices that end up in exception piles.

Another metric to consider is the 'first-pass-match rate, which looks at the percentage of invoices that do not get stuck.

 What is the ROI of Invoice automation?

 Digitization and optimization provide your CEO with the real-time visibility and transparency required to drive strategic decision-making, efficiency, and growth. When it comes to Invoice automation, the AP function frequently needs to catch up - more companies have automated their payroll and employee expenses in their AP processes. Investing in invoice automation will almost certainly result in significant improvements across all of your Accounts Payable KPIs. But if you need help providing numerical justification for your business case, try using an ROI Calculator to calculate potential savings and convince your CEO of automation's value and benefits.

While you can try to measure and monitor all of these metrics manually, embedded analytics can provide immediate, powerful insights based on data generated by electronic workflows to assist you and your CEO in navigating the path to financial agility and operational excellence.

In conclusion, accounts payable play an essential role in operational metrics. Businesses can improve their cash flow, inventory management, and overall efficiency by measuring accounts payable with automated invoice processing software like Hermes - AP Automation. 

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Why is the Need for AP Automation Software Rising in 2022?

Accounts payable (AP) automation software is used increasingly by businesses eager to become more efficient and streamlined, and this trend is expected to continue in 2022 and beyond. More firms and industries will be using AP automation services as business executives see the advantages it provides to their company's workflow. After all, AP automation software has been proven to reduce manual labor. Therefore, saving time and money while boosting efficiency. It also frees up resources and enables in-house staff to focus on higher-value tasks that require analysis, research, inquiry, and creativity.

What’s wrong with the traditional accounts payable process?

The manual AP process involves several time-consuming steps that must be completed be accurately to manage cash flow and vendor relationships. When your business receives an invoice from the vendor, someone must manually enter the details into your accounting system. Then a manager must review it for approval and payment schedule. This extensive and tedious process involves many labor-intensive steps that can result in delays and mistakes, such as invoice matching, duplicates, and incorrect payments.

Avoid costly delays and errors

AP automation software aims to speed up the AP process and increase accuracy to prevent delays and errors. It can automatically organize and store invoices for processing. Some of the best solutions can even read invoices directly from emails and convert scanned invoices into text, enabling straightforward automatic invoice processing without human intervention.

High-quality AP automation services offer technologies that enable secure online approvals from anywhere to speed up the process. This can be advantageous for businesses with multiple locations or companies allowing remote work.

Choosing the right software

Find a seamless AP automation software solution that streamlines your accounts payable process and deals with losses and large backlogs. Make sure it leverages cutting-edge technologies to improve performance, decrease costs, and eliminate the risk of manual errors. Go for a fully automated and cloud-based invoice management solution to offload your team from repetitive tasks and ensure a flawless AO process. The best software automates AP invoices with technologies like Robotic Process Automation (RPA) and optical character recognition (OCR), and bots are trained with machine learning (ML) and artificial intelligence (AI).

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Reasons To Choose Hermes Accounts Payable Automation Software for Simplifying the Accounting Process

Relying mainly on manual accounts payable (AP) process exposes your business to multiple issues, including data entry errors, high volumes of work and backlogs, complex business rules, and several levels of invoice approval—all of which are expensive to fix. It’s time to improve  by switching to accounts payable automation software like Hermes. It will let you process vendor invoices automatically 24/7 with the help of artificial intelligence (AI) while providing enhanced visibility and control over your organization’s financial data. Here are reasons to choose it:

Save time and free up resources with AP automation

Hermes is an enterprise-level accounts payable platform that will streamline and automate your AP processes. It uses AI-based optical character recognition technology to obtain data from invoices, and robotic process automation to validate business-specific rules and automatically sends invoices to your financial system. Essentially, Hermes minimizes human intervention and can speed things up to improve your AP department’s accuracy and efficiency. It frees your employees from time-consuming and repetitive tasks, so they can focus on analysis and review.

Avoid backlogs and errors

You’ll need accounts payable automation software like Hermes to eliminate backlogs and prevent errors. It can process an invoice in 20 seconds—which means that it can save you about 77.77 hours every week. It also processes invoices accurately and requires only 10 percent of human effort for exceptions. Hermes automatically validates extracted data by checking invoice entries against a mapping file and flagging errors appropriately, so an authorized employee with login credentials can manually check them later.

Make prompt payments

Hermes improves your AP process to help your organization make timely and accurate payments so you can improve vendor relationships and customer service. The accounts payable automation software can accommodate custom business rules based on the vendor, company business units, and approver and match data from invoices with inventory/delivery information and purchase order.

Time to make the switch

Hermes accounts payable automation software can transform your organization by implementing a hands-off invoice processing  to free up resources and save time. Its AI bots automatically extract data from all forms of invoices, then validate and upload them into your ERP.

Consider booking a demo to learn how it can make you forget costly data errors and time-consuming manual invoice tracking.

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Hermes Vs. Medius: Which (AP) Accounts Payable Automation Software Suits You the Most?

Do you still think manually handling accounts payable (AP) costs less than going digital? Think again. If you take a closer look, you’ll realize how time-consuming it is to spend hours going over invoices. Moreover, this old-school processing method is prone to errors and delays. Consider switching to accounts payable automation services that include a modern invoice management software solution.

As you search for automated accounts payable solutions, you’ll find some familiar names topping the list, like Hermes and Medius. Both have unique features, but only one of them can address your exact requirements. Let’s look at each AP automation solution to compare them so you can decide which one to use.

About Medius

Medius is a supplier of eProcurement solutions for midsize and enterprise businesses. It offers a cloud-based accounts payable automation solution that is quick to implement and easy to use to increase control and visibility into an organization’s costs.

Medius offers a good range of features, such as approval process control, fraud detection, duplicate payment alert, cash and vendor management, multi-currency, invoice history, and general ledger entry. It also supports online payments and payment processing. Pricing information is unavailable, so you’ll have to contact them to find out more.

About Hermes

Hermes is the accounts payable automation software by Calpion. It can process vendor invoices round-the-clock using artificial intelligence. An AI-based OCR extracts data from your invoices, and RPA (robotic process automation) validates business-specific rules and automatically delivers the invoices to the financial system. Doing this saves your accounts payable department both money and time.

Using Hermes, your organization can minimize human error and costs, pay invoices faster, and become more productive. Its customizability makes it suitable for organizations of any size. It’s highly scalable and you can configure it to have custom approval mechanisms and bespoke filters to create audit logs and custom reports.

Which one is for you?

Hermes may be the best for you if you’re looking for a scalable, intelligent, and reliable accounts payable automation solution to process invoices with minimal human intervention. Consider arranging a demo to find out how it can work for your business. Medius also offers a demo you can consider booking to compare them more effectively.

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How Does Hermes AP Automation Stack Up Against Bill.Com?

Is your organization experiencing accounts payable problems due to complex business rules, error-prone data entry, multiple stages of invoice approval, and high volumes? You can overcome those issues with accounts payable automation from solutions like Hermes, which will automatically process vendor invoices around the clock with modern technologies AI.

As you look up for accounts payable solutions, you might also come across other platforms like Bill.Com. And like any smart consumer, it makes sense to compare different AP automation solutions to find the right platform that can suit your needs. Let’s take a look at both Hermes and Bill.Com and compare them.

About Bill.Com

Bill.Com offers accounts payable automation solutions by recording payments and synchronizing with your organization’s accounting system. It also has cash flow management, fraud protection, and accounting management capabilities. Other features include an automated approval routing process, unlimited document storage, vendor payments via PayPal, ACH, or check, and a bills payment schedule.

The platform has an activity dashboard where you can explore billing and invoicing actions, and it can automatically send notifications and deliver real-time data. Bill.Com also supports data import/export, invoice management, and third-party integration.

For $39 a month per user, you can get started with an Essentials account with Bill.com to manage payables or receivables. A Team subscription costs $49 a month per user and supports payables or receivables along with accounting software integration. A Corporate subscription costs $69 per user every month, and it allows you to manage both receivables and payables, plus has robust workflow options. The Enterprise subscription is customizable.

About Hermes

Hermes accounts payable automation uses AI-based OCR technology to obtain data from invoices, while robotic process automation (RPA) validates business-specific rules and automatically delivers invoices to your financial system. Hence, it makes your accounts payable center more profitable, efficient, and productive. You can reduce costs, pay invoices promptly , and minimize human error. It’s highly scalable, so it can be customized to suit your AP processes. Hermes also lets you access your invoices automatically anytime and anywhere with cloud-based processing.

Which one is better?

The right choice depends on your specific requirements. But when compared side by side, Hermes shines in terms of accounts payable automation. It doesn’t stop at automating—it also accelerates and simplifies your overall A/P process, setting up your business for success. Hermes is proven to reduce A/P processing times by as much as 10 days. Not only that. It can boost productivity by a whopping 65% while saving 90% in costs. It also enhances communication, transparency, and data accessibility so you can improve vendor relationships and customer service.

You can learn more about Hermes by booking a demo.

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Easy account payable system for busy teams

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How is AI Changing the CFO Office?

Invoice processing is an integral part of running a business. Do your accounts payable team still organize and approve invoices by hand? This manual process is prone to errors and can lead to serious efficiency issues. It’s time to try invoice automation software to streamline the process, reduce inaccuracies, and improve your company’s overall profitability.

How does invoice automation software work?

Manual invoice processing generally involves five steps:

Capture invoice data, match general ledger codes and purchase orders with delivery receipts

Send invoices to authorized approvers

Submit invoices for payment

Process invoices for payment

Archive invoices and payment information

It’s common to run into issues and delays when you rely on this manual process. For instance, paper-based invoices processes can be lost, misrouted, or overlooked, resulting in hefty late payment penalties. There is also the issue of poor scalability. Dealing with a growing invoice volume means hiring and training more people, which ultimately means higher costs. In contrast, invoice processing software is more affordable and scalable. Invoice automation streamlines the entire accounts payable process, reducing processing time from 5 minutes to just a few seconds, all while improving accuracy.

The benefits of using invoice processing software in your business

Save time

Invoice automation software uses advanced technologies such as artificial intelligence (AI), optical character recognition (OCR), and cloud-based processing to handle thousands of data within a few minutes. A direct effect was a 65% boost in productivity and 90% savings, freeing up more time for analysis and review.

Reduce errors

Human errors are unavoidable, especially when processing large volumes of data. In contrast, invoice automation software requires little to no manual human input, increasing speed and significantly reducing errors. Some of the best software programs boast a 0% error rate.

Increase transparency

Fraud is widespread in organizations that process a large volume of invoices. Take duplicate invoices, for instance. According to AuditNet, 2% of a company’s invoices may be duplicated, resulting in millions of dollars lost.

Invoice processing software prevents these problems with three-way matching and cloud-based technology, effectively detecting any attempt at invoice fraud and minimizing data breaches.

It’s time to shift to automated invoicing. Talk to a trusted provider of invoice processing solutions today and set your organization up for success!

About The Author:

This article has been written by Thomas John, who is the President and CEO of Calpion Inc. Calpion Inc. offers easy AI-powered accounts payable automation & expense management software for busy accounting teams that increase productivity. If you have questions about how hermes accounts payable automation can integrate with your ERP and other software. Contact us anytime!

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All You Need to Know About Invoice Processing Software

Invoice processing is an integral part of running a business. Do your accounts payable team still organize and approve invoices by hand? This manual process is prone to errors and can lead to serious efficiency issues. It’s time to try invoice automation software to streamline the process, reduce inaccuracies, and improve your company’s overall profitability.

How does invoice automation software work?

Manual invoice processing generally involves five steps:

Capture invoice data, match general ledger codes and purchase orders with delivery receipts

Send invoices to authorized approvers

Submit invoices for payment

Process invoices for payment

Archive invoices and payment information

It’s common to run into issues and delays when you rely on this manual process. For instance, paper-based invoices processes can be lost, misrouted, or overlooked, resulting in hefty late payment penalties. There is also the issue of poor scalability. Dealing with a growing invoice volume means hiring and training more people, which ultimately means higher costs. In contrast, invoice processing software is more affordable and scalable. Invoice automation streamlines the entire accounts payable process, reducing processing time from 5 minutes to just a few seconds, all while improving accuracy.

The benefits of using invoice processing software in your business

Save time

Invoice automation software uses advanced technologies such as artificial intelligence (AI), optical character recognition (OCR), and cloud-based processing to handle thousands of data within a few minutes. A direct effect was a 65% boost in productivity and 90% savings, freeing up more time for analysis and review.

Reduce errors

Human errors are unavoidable, especially when processing large volumes of data. In contrast, invoice automation software requires little to no manual human input, increasing speed and significantly reducing errors. Some of the best software programs boast a 0% error rate.

Increase transparency

Fraud is widespread in organizations that process a large volume of invoices. Take duplicate invoices, for instance. According to AuditNet, 2% of a company’s invoices may be duplicated, resulting in millions of dollars lost.

Invoice processing software prevents these problems with three-way matching and cloud-based technology, effectively detecting any attempt at invoice fraud and minimizing data breaches.

It’s time to shift to automated invoicing. Talk to a trusted provider of invoice processing solutions today and set your organization up for success!

About The Author:

This article has been written by Thomas John, who is the President and CEO of Calpion Inc. Calpion Inc. offers easy AI-powered accounts payable automation & expense management software for busy accounting teams that increase productivity. If you have questions about how hermes accounts payable automation can integrate with your ERP and other software. Contact us anytime!