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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.

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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!

Register Now
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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.

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Invoice Processing Cost Savings Analysis

If you read our last post about Working Smarter, Not Harder with A/P One, we mentioned how A/P One can save companies lots of time and money. We also did a brief analysis of how much it costs to process a single invoice and looked at the total spent over an entire year. I want to break this process down even more and showing more details in the costs to process invoices manually, and the savings realized when A/P One is implemented.

To keep it simple, we’re going to look at only one metric in our analysis, which is the ‘hard cost’ of an Accounts Payable (AP) clerk’s time. There are many other efficiencies gained by automating your accounts payable process, but they are more difficult to associate costs and calculate time saved.

Let’s take a look at the analysis of processing invoices manually…

This customer receives a mix of paper invoices and PDF files via email. The AP clerk has to coordinate getting the paper to the approver or managing approvals via the company email system.

Paper gets lost, emails are hard to manage, the status of invoices ‘in process’ is hard to track. The entire process of managing invoices and the approval process is very time consuming.

 Industry average values for a company processing 500 invoices/month manually:

  • The company would have one full time AP person that spends about 5 hours a day processing invoices
  • That person’s total cost to the company is about $27 per hour
  • This person can process about 5 invoices per hour – 1 every 12 minutes
  • The labor costs alone to process the invoices is about $135/day

 Now let’s take a look at efficiencies gained when the same invoices are processed using A/P One, a cloud-based invoice processing and automated approval process solution by CoreIntegrator…

The customer or vendor can now scan or email invoices directly into the A/P One solution. Within 24 hours, the invoice shows up in the AP clerk’s A/P One work queue with all important data entered into the digital form, ready to be processed.  The AP clerk simply confirms the data, selects the GL expense code and electronically sends the invoice to the approver. The AP clerk can track the entire approval process, which can have multiple levels. After approval, the AP clerk does a final check of everything and then submits the payables transaction to the accounting system.

Values after A/P One is implemented:

  • That same AP person can now process about 30 invoices per hour – 1 every 2 minutes
  • They now only spend about 50 minutes per day processing invoices
  • The labor cost to process invoices went from $135/day down to about $22/day
  • The net cost savings for the labor cost alone is about $113/day or over $29K/year
  • The net time saving for each invoice is 10 minutes or about 83 hours of extra time per year
  • The person processing invoices now has over 2 extra weeks of time available to work on other projects

Obviously, the A/P One solution costs money to use, so the company can’t realize the entire cost savings shown above. The good news is that A/P One costs way less to use than the money saved, so there is a positive Return on Investment (ROI) almost immediately.

ROI for the A/P One project:

  • Using A/P One to process an average of 25 invoices/day would cost about $37.50
  • The cost savings/day shown above is $113.00
  • The ROI/day would be about $75.50
  • The annual ROI would be almost $20K!

Summary:

We analyzed a company that processes 500 invoices/month, which is not a large amount. The calculated savings increases as the number of invoices increases, so you can imagine what the time and cost savings would be if the company processed thousands of invoices/month. Plus… the cost of the A/P One solution goes down when you process a higher volume of invoices, so the ROI is even more positive with higher invoice volumes.

We mentioned above that in addition to the AP clerk times savings, there are other efficiencies gained when automating your AP processes with a tool like A/P One.

Here are some examples:

  • The ability to approve invoices electronically, even while remote with a tablet or mobile phone
  • The ability to have visibility of all invoices that are either in process or completed
  • Companies can take advantage of early payment discounts and avoid late payment penalties
  • Audits are greatly simplified since all invoices and associated documents are available electronically

As you can see, after it’s broken down, companies waste a TON of time and money on employees processing invoices for the bulk of their work day. Now that you’ve seen the numbers in this cost-savings analysis, we hope that you consider using CoreIntegrator’s A/P One as the invoice processing and approval workflow solution for your company.

We have a detailed costs savings and ROI tool that you can run using your specific costs and metrics and would be happy to run a report specific for your organization.

Please contact us for more information, or to get your report today.

Contact Us
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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!

 

 

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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?

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SO, YOU’VE DECIDED YOU WANT TO AUTOMATE YOUR ACCOUNTS PAYABLE PROCESSES, NOW WHAT?

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.

 Integrations:

·         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.

 

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CoreIntegrator, LLC welcomes several new additions to its growing team!

CoreIntegrator, LLC is pleased to announce the addition of 3 new members to our team!

David Hughes joins CoreIntegrator as a Technical Implementation & Customer Experience Specialist.  Dave comes to CoreIntegrator with over 15 years of experience in systems development and software training.  He is passionate about making repetitive or cumbersome business processes more efficient.  Always encouraged by comments from hard working employees who say, “That is so easy!”  This is why he is excited to be associated with CoreIntegrator because the passion is the same; more effective, more efficient business environment.  Dave is also motivated by the confidence and delight shown by employees when they are properly trained in the usage of the software. In his free time, Dave loves to ballroom dance with his wife Rose. If you ever run into Dave and he smells of cinnamon and sugar, it is because he is once again helping his wife with her German Roasted Nuts business.

Brad Palm joined the CoreIntegrator team in January 2018.  Brad grew up in Boiling Springs where he graduated high school.  He then attended Shippensburg University, majoring in History.  After receiving his degree Brad worked for several companies before joining Northeast Veterinary Supply Company as the Distribution Center Manager for 10 years.  Brad enjoys spending time with his wife Kimberly and their son Mason, traveling, exercising, and playing golf.

Chloe Marino joins the team as a Technical Support and Implementation Specialist. Chloe graduated Pennsylvania College of Technology, in Williamsport, Pennsylvania with a BS in Software Development and Information Management. Chloe brings a dynamic technical skill set as well as a strong customer support background to the CoreIntegrator team.

 

 

 

About CoreIntegrator

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.  Formerly an operating division of Computer Support Services, Inc (CSSI), CoreIntegrator, LLC is now an independent company focusing on delivering the best possible service and support to our customers while providing a software solution that truly makes a difference in the day to day life of our customers.

CoreIntegrator, LLC
130 Buffalo Road
Lewisburg, PA 17837
(570) 964-5380
www.coreintegrator.com

 

 

 

 

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CoreIntegrator, LLC announces participation in the 2018 AP & P2P Spring Conference and Expo

CoreIntegrator, LLC announces participation in the 2018 Accounts Payable & Procure-to-Pay Spring Conference  being held in Orlando, Florida, May 20-22.

Visit CoreIntegrator in Booth#621 to learn more about how CoreIntegrator can help your company Automate Virtually ANY Business Process!

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CoreIntegrator, LLC Names Executive Vice President of Business Development

CoreIntegrator, LLC Names Executive Vice President of Business Development

Lewisburg, PA   February 22, 2018 — CoreIntegrator, LLC, an industry leading Business Process Automation software company, announced the appointment of Ronald Machamer as Executive Vice President of Business Development. Machamer has more than twenty years of sales and business development experience at companies like Hyland Software, Açuo Technologies, Philips Healthcare, and Eastman Kodak.  Mr. Machamer brings extensive experience to CoreIntegrator in software solution sales, content management solutions and business process workflow software.

Tom Erickson, President/CEO commented, “We are very excited to have Ron join CoreIntegrator.  He not only brings significant industry experience but also international experience that will help us grow our worldwide business operations.  In addition, our partner community has been an important part of our success and Ron will be focusing much of his time working with existing partners as well as adding new partners.

“In addition to his extensive experience developing business in the software solutions space, Ron brings valuable new insights to our leadership team which will help CoreIntegrator grow to the next level,” said CFO/COO Scott Reidmiller.

Mr. Machamer will lead the growth and expansion of CoreIntegrator’s flagship product, CoreIntegrator Workflow, a web-based workflow/business process management (BPM) solution that automates time-consuming and repetitive processes for virtually any business in any Industry. CoreIntegrator Workflow offers benefits such as increased efficiency, decreased costs, bottleneck visibility, accountability, and compliance, through standardization of business processes, workflow automation and audit tracking.

“CoreIntegrator has all the key ingredients for success as a BPM software company,” says Machamer. “We have an innovative product, an energetic core group of employees, and a loyal customer base. Based on feedback from CoreIntegrator customers and employees, I am convinced that our company is poised to truly transform the world of workflow/BPM solutions. I’m very excited to have the opportunity to join the team and to be able to help the company grow.”

 

About CoreIntegrator

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.  Formerly an operating division of Computer Support Services, Inc (CSSI), CoreIntegrator, LLC is now an independent company focusing on delivering the best possible service and support to our customers while providing a software solution that truly makes a difference in the day to day life of our customers.

CoreIntegrator, LLC
130 Buffalo Road
Lewisburg, PA 17837
570) 964-5380
www.coreintegrator.com

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