Automate Your AP workflow process with OptiView and OptiWorkFlow 

 

See how a well-known performing arts organization in Florida drastically reduced operating expenses and increased invoice processing volume.

 

The Accounts Payable (AP) department relied on a paper-driver process that made timely payments and accurate reporting challenging. Staff spent an inordinate amount of time handling paper invoices manually, in a process that was error prone and lacked formal definition. Invoices were occasionally misfiled due to the manual posting of incomplete/inaccurate account numbers in the Microsoft Dynamics GP (Great Plains) system. As a result, AP staff spent valuable time locating supporting information stored in numerous file cabinets and the department faced unnecessary costs as a consequence of late payments. Due to the inherent challenges of the paper-based process, tracking was unmanageable and reporting inefficient. In this pattern, executive staff with approval authority inadvertently delayed the process by holding paper invoices in their offices, often with no knowledge of the action required on their part. 

 

Solution: Automated AP workflow and document management system
To improve productivity and the bottom line, the organization switched from their paper-driven system to an easy-to-use automated AP process supported by a robust document management system, OptiView. The transition was quick with minimal disruption to existing business practices. For the first time, invoices and supporting documents were available nearly instantaneously and the AP process had clearly established procedures. This promoted greater accountability amongst AP staff and improved decision-making. Seamless integration with Microsoft Dynamics GP streamlined the process and ensured accurate information was easily accessible on demand via the document management system.

 

A flexible and customizable workflow enabled further process enhancement and delivered greater accounting insight. Within the first year, the AP department reduced operating expenses in half and increased invoice processing volume by 300%. 

 

 Example of an automated workflow using OptiView and OptiWorkFlow - click image to zoom

 

Take the next step, contact or call 1-800-430-7011 and see how API can help you overcome your
business challenges with a simple, smart enterprise content management solution.