Smart A/P Introduction

At CoreIntegrator, we’re constantly looking for ways to make your life easier and more productive.  Work Smarter, Not Harder is what we say and today I would like to tell you about a new product called Smart A/P.  We just released it and it is available immediately for those of you on a current version of CoreIntegrator (see below for details).

If you process invoices in CoreIntegrator, then you know we’ve automated a great deal of the effort to process, track, monitor and get invoices approved.  But there is still a great deal of data entry and repetitive work that needs to be done to process an invoice.  As a matter of fact, you can have as many as 13 fields (or more) that require some form of data entry PLUS you have the GL coding on top of that, which can be anywhere from 2 to 4 fields (or more) per distribution.  In addition, depending on your workflow rules, you still need to figure out where it goes for approval.

Wouldn’t it be nice if CoreIntegrator could learn how you process your invoices and do all that work for you?  Well now it can with Smart A/P.

Smart A/P is a configurable tool that lets you teach CoreIntegrator to automatically fill in data fields for you based on certain key values.  For example, if your FedEx invoice always goes to “Bob” in the shipping department and the invoice is always coded to the same GL account number, once you’ve entered in the vendor information and the basic invoice detail (invoice date, number and amount) – all the rest of the fields will auto populate based on how you processed the invoice the last time.

Maybe you have an invoice from a vendor that doesn’t always go to the same department for approval – no problem, just select the correct department and CoreIntegrator will determine the appropriate approver AND modify the GL account to reflect the different department approving it.  What if you have multiple GL distributions? Again, no problem.  Smart A/P will calculate the distribution amounts based on a % of the total to be distributed – the same % split you used the first time.  Of course you can edit the amounts at any time.

You have the ability to change what has been learned at any time or skip one time changes or if an invoice never has a consistent pattern to how it is processed, you can even turn the learning function off for that particular vendor.

Take this advancement in technology one step further by adding OCR software to the beginning of the process where you can expect the following fields to be automatically captured:  vendor id, invoice number, invoice date and total amount.  With that information entered for you, Smart A/P will fill in the remaining values and you basically have a ZERO data entry process.  Now that’s working smarter, not harder.

Implementation and setup are super simple, and we’ve bundled the software along with the services into one package price. Click HERE for more information on Smart A/P pricing or to schedule your upgrade to CoreIntegrator v3.6.8 software.

CoreIntegrator version 3.6.8 or higher is required to run Smart A/P.

Future use of Smart A/P: the technology that is used to create Smart A/P can be used in any workflow for any purpose where repetitive data entry is required.  We simply call this Smart Field Technology.  So, as you expand, Smart Fields can expand with you.

CoreIntegrator Heading to Accounting and Finance Show

On July 10-11, 2019 CoreIntegrator will be attending the Accounting and Finance Show in New York City at the Javits Center – River Pavilion, booth #304. The showcase is FREE to all attendees who wish to come and participate in many sessions and gain knowledge from experienced speakers (150+ to be exact).

There are 6 educational tracks taking place within the two days of the conference. These topics include: Payroll and HCM, bookkeeping, technology, tax, practice management, and small business and payments summit. Attendees will have the chance to speak to today’s business leaders and experts in technology for top-notch news and important changes in today’s industries with full access to hundreds of solutions across the exhibit floor.

The Accounting and Finance Show includes over 200 hours of important continuing professional education (CPE), learning workshops, demo examples, new technology for your business and networking opportunities with your peers.

CoreIntegrator will be showcasing their latest, best-in-class workflow solutions for procure-to-pay, including the A/P One cloud-based invoice processing solution and the full-featured, fully customizable CoreIntegrator AP Automation solution. These solutions will save your company time and money allowing them to use their valuable resources for other projects.

Stop by booth #304 and say hi!

Why Automate Your Accounts Payable Processes?

By automating your accounts payable processes, you will see several benefits:

    • Early payment discounts and avoid late payment penalties: By accelerating the invoice approval cycle time, vendor discounts for early payment, which were previously unattainable, can now be taken advantage of. Also, you can avoid having to pay unnecessary penalties for late payment.
    • Accuracy: By accelerating the invoice approval cycle time, vendor discounts for early payment, which were previously unattainable, can now be taken advantage of. Also, you can avoid having to pay unnecessary penalties for late payment.
    • Improved visibility and forecasting: Decision makers need the right information at their fingertips in order to make informed decisions. CoreIntegrator Workflow allows management to see the where your invoices are at any point in the process.

Read more

Work Smarter…Not Harder.

It’s no surprise that large companies of today are booming with production to support their consumers, which creates the need to process hundreds or thousands of invoices monthly. It’s also no surprise that those in charge of processing invoices are spending countless hours of their time keying in data from the invoices, when that time could be spent promoting the company itself, developing strategies with coworkers and other important tasks. In fact, processing a SINGLE invoice can cost anywhere from $14 to $20. A company that processes 25,000 invoices per year at $15 per invoice will end up spending $375,000 of their own money in this process. Think about it – that money could be used for so many other projects rather than spending it to process invoices! Why choose manual processing that wastes thoughts of dollars per year when you could use an automated invoice processing solution like CoreIntegrator’s A/P One at a fraction of the cost?


A/P One forces companies to work smarter, not harder because it literally does the work for you. The minutes of time it takes to manually enter data into each invoice can be totally eliminated with A/P One’s fully automated invoice receipt, data entry and data verification (verified by a human). With A/P One’s automated invoice approval process, your company’s approvers can save even more time. Just think of all the extra projects your company can work on with the employee time saved when processing invoices.


Work SMARTER with CoreIntegrator’s cloud-based invoice processing solution, A/P One, today and get out of work on time!


In our next blog, we’ll be breaking this process down even more and showing you a cost-savings analysis based on a company that process 500 invoices per month. We’ll compare the company’s current invoice processing cost, and show you what happens when A/P One comes into play.

Getting to Done With A/P One

Done means 100% complete-not 90% or “almost done”. Done is done. When it comes to processing invoices, companies spend time and money  manually entering data from the invoices and approving them, which is where human errors also come into play. Adding to the confusion, many companies have employees that work remotely or travel. When an invoice comes in, it could take weeks to approve due to these circumstances, and let’s be honest – no one has time to wait until the approver gets back in to the office because by that time, the invoice could be misplaced or even lost, or you could miss the payment due date.

With A/P One, process your invoices and get to DONE. A/P One can be implemented in just a few days, and you only pay for the invoices you process-no software or infrastructure fees are required. With CoreIntegrator’s new Smart AP tool, eliminate all of the time-consuming data entry and move your invoices quickly through the approval process so you can get your job DONE!



Big News Coming! Visit CoreIntegrator (Booth #1225) at the 2018 APP2P Fall Conference and Expo to learn more!

CoreIntegrator is please to announce participation in the IOFM APP2P Conference  in Las Vegas from Nov-12-14th.

Visit us at Booth #1225 at the 2018 APP2P Fall Conference and Expo to learn more about how Accounts Payable Automation can save your company money and become more efficient!  Also, look for a major announcement on November 12th as CoreIntegrator announces a new product and partnership!


How to Evaluate a Potential AP Automation Solution Provider – Part 2

As you continue the path to determine what solution and provider is best for you, you have now narrowed it down to 2-3 solutions.  Now it is time to get deep into the evaluation process and choose a solution.

In Depth Demo:   It is time to have another demo with the remaining solutions.  For this demo, it is time to make a lists of items that you want to see the systems do, not what the vendor wants to show you.  Remember that demonstration systems are just that and cannot always customize everything you are hoping to see but you should be able to get a pretty good idea of what to expect, especially when it comes to the integration component. From this demo, you should have a very good idea of what each solution can do for you and evaluate the solution, estimate a price, and schedule to make a final decision.

Discovery Process:  Once you have selected a vendor/partner – it is time (before contracts are signed) to perform a discovery process and document exactly what is to be delivered based on your requirements.  This documentation process should result in a project scope document that will be used to determine:  final cost, deliverable items, schedule, and out-of-scope requirements (if there are any).  Do not short cut this process.  It should be thoroughly complete and detailed enough to avoid misunderstandings later.

Contracts and Proposals. There should be enough information that explains everything to be delivered, what the implementation process includes (and does not include), as well as ongoing support and maintenance fees/policies.

A successful implementation requires full commitment from both sides and having resources scheduled for critical items is mandatory for a smooth process.  You will need to be prepared to perform various user acceptance testing (UAT) tasks, review workflows, forms, and functionality throughout the process.

Congratulations and best of success with your new workflow solution.  Hopefully this will change the way you work and complete tasks in a much more efficient way than you are doing it today.


How to Evaluate a Potential AP Automation Solution Provider – Part 1

Let’s start from the beginning and review the sales process. We’ll walk through the evaluation process, then on to project scope creation to final decision making.

  • Sales Demonstrations – Beware!
    • Sales demonstrations are, of course, meant to show the sizzle of the product and to provide you with a very high-level understanding of what “is possible”. Good sales people can make anything look good and it is impossible to know how many days, weeks or even months it took to set up a demonstration.  Demonstrations can also be simulated to represent something completely different in real life so do not feel uncomfortable asking how things really work, especially in your environment.
  • Integration – How?
    • When it comes to integrations, it is important to understand what type of integration you are getting.
      • Real-time integration
      • Batch integration
    • It is extremely important to know if the vendor has done the integration before or if this is the first time for this specific application.  For example, if you are integrating payables transactions, what is the method used to create those transactions, what tool is used, and if they have done it before.  Even if the vendor has done the integration, is it just for basic payables, more complex transactions such as inter-company transactions, multi-currency or more unique integrations such as multi-dimensional analysis or Analytical Accounting (for Dynamics GP customers)?
  • How many Options to Evaluate?
    • It is OK to start out with a longer list of potential solutions but have a pre-determined list of criteria that will help you narrow the list down quickly to 3 or 4 at most. From there you should be able to reduce that to your top 2 and go from there.  Your criteria for determining who is right for you may be completely different than for someone else, but here are some common reasons to keep or cut someone from your list:
      • Integration to your business application (if it applies) – this should not be taken lightly as it will only create issues later if your workflows require integrations.
      • Experience in the workflows you desire. You will rely on the vendor to help guide you through the entire process and to share best practices with you.  This is too important for you to be a learning experience for the vendor.
      • Administration of the workflows once your project is live. Again, things might look easy during a demonstration, but understanding what you can do and what is considered a technical change is only done by the vendor.
      • Cost is absolutely important but consistent with everything else, you get what you pay for.  Understand what is included, not included, if it is an estimate or a fixed price for professional services.  Ongoing fees and upfront one-time purchases.  This is important if it is on the “cloud”, hosted, or on your network.
      • Features critical to your project. Keep this list of required features to a minimum of only those that make a real difference in your environment.  You can go crazy trying to compare solutions by going through every feature and function of every application.

In Part 2, we will look at the discovery process to ensure that the potential solution providers understand your business and your objectives.

Visit CoreIntegrator, LLC & Ancora Software (booth #619) at the 2018 APP2P Spring Conference and Expo

Since the late 1990’s, CoreIntegrator Workflow has been a leading software platform for Accounts Payable and Business Process Automation solutions. The versatility and ability to ‘Automate Virtually Any Business Process’ has allowed CoreIntegrator Workflow to be used globally by thousands of users in both large and small organizations in almost every industry. CoreIntegrator WorkFlow paired with ancora Software’s flagship product ancoraDocs provides an end-to-end solution from capture, and classification through the workflow business process.ancoraDocs’ artificial intelligence based document classification and patented machine learning data capture simplified the implementation of advanced capture providing a much quicker and relevant ROI to its customers. The combined solution from CoreIntegrator and ancora is disrupting the business process automation space, offering customers a more cost effective solution to solve their business issues.

Be sure to visit our booth #619 to learn more about the benefits of CoreIntegrator Workflow and ancoraDocs!

Who Should Attend?


There’s a lot of ‘buzz’ in the payables industry, about saving time and money with AP Automation. You’ve decided that you want to understand more about AP Automation and how it may benefit YOUR organization. What should you do next?

Here are some tips to consider as you start to move your organization toward an AP Automation Solution.

Understand your Existing Processes:

·         Prior to talking to AP Automation vendors, one of the most important considerations is to understand your existing business processes.  Once you’ve determined which process it makes most sense to automate, it is important to document your current process including all the written and “unwritten” rules or policies.  Remember, the objective is to increase the efficiency of this process so investing in a workflow technology to “just do the same thing you’ve been doing for years” may not be the best investment in this technology.

·         Many business practices were put into place for good reason but over time they have lost their value and are only practiced because of habit, not because it still makes sense.  A good workflow partner will help you through this process evaluation and should be asking you “why” you perform certain tasks. Change is OK and in many cases, change can make a huge difference between a successful implementation (achieving your goals and objectives) or not.


·         The next decision is to determine if and how the workflow will be integrated into any of your key business applications – such as your accounting system and supporting applications. There are many forms of integration, so it’s important to understand how “tight” of an integration you need or desire.  In some instances, it may only require the passing of basic data back and forth, but in other situations it should be more seamlessly integrated and in a real time environment.  When a tight integration is required, it is important to either partner with a workflow company that truly understands your applications (both technically and from a business standpoint) or have that skill set in-house.  When you engage a vendor, they will work with your technical team and consultants to help you understand the level of integration that is necessary.

 Engaging a vendor:

·         When you engage with an AP Automation vendor, they should review your process analysis and integration requirements during an in-depth discovery process. The discovery is where your team and the vendor covers every detail of each process and integration. Collaboration and discussion between your team and the vendor will be key in developing a scope of work document for the project.

·         When you get a proposal from vendors, they should be based on your specific requirements outlined in the scope of work document. If vendors provide pricing estimates without doing a discovery and creating the scope document, the project has little success of being completed on time, on budget and delivering your desired workflow results.


As with most projects, in order to have a successful implementation that meets your functionality and cost objectives, you must be willing to spend time and resources upfront to plan the project.  If you plan and prepare properly, your project will have a much higher degree of success and will be completed on time and on budget.  This means thoroughly understanding your requirements for the solution and evaluating your options with the vendors you are about to partner with for the project.

See our other articles on how to evaluate potential AP Automation vendors.