Invoice Data Capture
SoftCo ExpressAP handles multiple invoice sources. Vendor invoices are collected via a dedicated email address and all traffic is managed by SoftCo ExpressAP.

OnBoarding
SoftCo ExpressAP Onboarding is straightforward via a simple spreadsheet of financial information and Master Data.  This includes vendor data, user data including approval hierarchy, and coding data with GL and Cost Center information. The data is automatically loaded into SoftCo ExpressAP and you are ‘ready to go’.

Registration & Auto-Indexing
The vendor invoice is registered and all invoice header details are automatically captured. SoftCo ExpressAP incorporates fully automated data capture using OCR software and smart validation, replacing manual key entry and index invoices ready for AP coding. Fields auto-indexed include vendor name, invoice number, invoice date, and invoice Net, VAT/Tax Gross values. SoftCo ExpressAP handles all foreign currencies.

PO Number Capture
SoftCo ExpressAP allows for a corresponding PO number to either be automatically added during the invoice data capture process or added manually during the coding of an invoice. The PO number is then visible throughout the processing lifecycle and is available for searching, filtering, and reporting. The PO Number is included in the export file to the ERP, enabling matching to take place within the ERP.

Approval Workflows
SoftCo ExpressAP delivers an accelerated and secure invoice approval process. Invoices are routed for approval based on a defined approval matrix and limits. Automated email notifications are sent, followed by reminders to prompt approver actions.

Out of Office & Substitution
SoftCo ExpressAP supports ‘out of office’ status ensuring there is no delay in invoices being processed.  In addition, ‘substitutes’ are allocated where for example an AP Clerk is on annual leave and the system provides full visibility over the work completed.

Approval Process
Approvers receive a notification email with simple action buttons for ‘approve/reject’ within the email. The email includes the invoice as an attachment and summary details.  If the approver rejects the invoice, it is automatically returned to the vendor. With SoftCo ExpressAP ‘on-the-go’ email approval, it takes just seconds for verifiers and approvers to progress invoices to the next stage. The invoice “Transfer” option also allows approvers to transfer invoices to another registered approver, rather than rejecting the invoice back to the AP team to start the process again, ensuring that there are no lengthy delays to the processing of invoices.

Query Management
SoftCo ExpressAP ensures that all invoice queries are actioned immediately. Invoice queries are routed directly to the appropriate user’s email where they respond to the query via email approval or directly through the SoftCo ExpressAP Vendor Portal.

Vendor Visibility
With SoftCo ExpressAP, vendors track the progress of invoices submitted removing the need to chase payments over the phone or via email. Once an invoice is submitted for a specific purchase order, vendors track its progress through the Vendor Management portal and view its status within the approval process. This process removes any dangers of duplicate invoices being submitted.

Benefiting Vendors
The SoftCo Vendor Portal also provides significant commercial benefits to vendors who can submit invoices via the portal, gain visibility of the status of orders and invoices and can addresses any queries, delays, or discrepancies rapidly. The query management module ensures that all queries are captured, actioned and recorded within the system in the event of a dispute.