Smart AP Automation in the Cloud.
Live in hours. No upfront costs.

SoftCo ExpressAP is a smart, powerful cloud-based Accounts Payable Automation solution that reduces the cost of processing vendor invoices by 80%. SoftCo ExpressAP automates vendor invoice processing including capture, registration, coding, approval, query, reporting, and ERP payment. Processing is 100% touchless supporting remote working, on-the-go email approval, and an easy-to-use Vendor Portal. With SoftCo ExpressAP, you are LIVE in hours with unlimited users. There are no capital costs, no upfront costs, just a simple monthly fee.

Vendor invoices are captured, registered, auto-indexed, coded, and routed via automated approval workflows to your relevant approvers. Invoices are approved by e-mail or via the web app. Rejected or queried invoices are rerouted via dedicated workflows for exception handling. Notifications and reminders inform users of required actions and signed off invoices are sent for payment. SoftCo ExpressAP delivers intuitive reports on multiple performance metrics. The vendor portal provides full visibility on orders, invoice status, queries, and discrepancies.

All information is stored in the SoftCo Compliant Archive. SoftCo is a certified Amazon Advanced Technology Partner and AWS delivers all cloud hosting services ensuring performance, scalability, and security.  SoftCo ExpressAP is part of SoftCo’s ecosystem of smart automation solutions including Procure-to-Pay, eProcurement, Vendor Management, and Contract Management.

Benefits

80%

cost reduction

Zero

upfront costs

Live

in hours

100%

visibility

  • Reduce the costs of managing vendor invoices.
  • Streamline the capture and processing of all vendor invoices.
  • Remove manual processes incl. printing, scanning and filing of invoices.
  • Automate invoice approval via swift email signoff with full visibility.
  • Improve vendor performance and ensure no duplicate invoices.
  • Process payments promptly while imposing corporate standards.
  • Generate powerful reports improving productivity and decision-making.
  • Meet compliance storage obligations with fast retrieval and audits.

How It Works

Capture and Onboarding

Multiple invoice capture and rapid onboarding of users, vendors, GL codes and approval matrix.

Invoice Registration

Invoices are automatically registered and exceptions (such as duplicates) escalated.

OCR & Auto-indexing

Data is auto-indexed removing the need for manual keying.

AP Coding and Routing

Streamlined AP coding captures the correct GL and Cost Center for each invoice.

Invoice Approval

Approval routing based on rules/hierarchy and signoff via the web app or accelerated email approval ‘on-the-go’.

Queries and Exceptions

Resolved queries and exceptions re-routed, signed-off and processed for payment.

Rejected Invoices

Rejected invoices routed back to vendors for query and exception handling.

Output to ERP

Approved invoices sent for processing and CSV/XML file generated for loading into ERP.

Real-time Reporting

Intuitive dashboard reports monitor key performance metrics.

Vendor Portal

Full visibility on orders and invoices status, queries, delays or discrepancies.

Compliant Cloud Archive

Invoices archived in the Cloud for compliance, query and audit.

“The SoftCo system has been faultless, reducing our invoice query times by 75%. It is very user friendly, stable and high performing software.”

Michael Leahy, IT Business Analyst, Dairygold

Invoice Capture and Registration

  • Invoice 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 ìnto 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 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.

Coding and Routing

  • Duplicates Alert

    Once auto-indexing is completed, SoftCo ExpressAP checks for duplicate invoices to ensure invoices are not paid multiple times.  The system also checks to ensure a valid vendor and valid invoice totals.

  • AP Coding

    The optimized coding process enables the AP team to efficiently code the correct GL and Cost Centre information for each invoice.  Posting models for vendors can be saved for reuse and coding information can be auto imported via spreadsheets.

  • Routing

    Once coding is completed, invoices are automatically routed for approval based on defined approval rules and hierarchies.  Invoices can be emailed for query with associated comments or rejected and returned to the vendor.

  • Automatic Rejection

    If any key fields are missing from the vendor invoice, there is an option to automatically reject the invoice. An automated process returns the invoice to the relevant vendor with the associated reasons.

Approval and Query Management

  • 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 invoices are not delayed 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 a summary of the invoice.  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.

  • 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 using email approval or via the SoftCo ExpressAP web app.

Real-Time Reporting and ERP Integration

  • Dashboard

    SoftCo ExpressAP provides real-time information and visibility of key activities in graphical format.  Bottlenecks relating to specific vendors or users are always visible and promptly addressed.

  • Status Reporting

    Reports and Analytics facilitate better decision-making on real-time information including active invoices by status, invoices by exception reason, invoices awaiting approval by user, invoice by vendor by status and invoices by users and by value.

  • Output to ERP

    SoftCo ExpressAP generates a CSV or XML file for straightforward loading by the AP team into the ERP/Finance System.  The output file includes Invoice header data, coded information, and approvals to facilitate payment.

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 portal and view its status within the approval process. This process also removes any dangers of duplicate invoices being submitted.

  • Benefiting Vendors

    The SoftCo Vendor Portal also provides significant commercial benefits to your 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.

Security and Compliant Archive

  • Fast Retrieval

    SoftCo ExpressAP incorporates a secure archive using fast Content Addressable Storage (CAS) providing powerful and rapid search tools for multiple document types with strict access control.  The result is the immediate processing of queries whether internally, from vendors, or in relation to external audit requirements.

  • Cloud Hosting & Security

    SoftCo ExpressAP is hosted in the cloud using Amazon’s Web Services. Amazon is a leading global provider of cloud hosting services with the highest levels of performance and security. SoftCo ExpressAP uses the same infrastructure and security components as the largest environments hosted by SoftCo for Enterprise and Government customers. SoftCo is a certified AWS Advanced Technology Partner and all hosting services are centrally managed by SoftCo’s highly skilled DevOps team.

  • Regulatory Compliance

    The solution incorporates and Digital Fingerprint technology ensuring the authenticity of original, unaltered documents. It provides a full audit trail over the entire lifecycle from initial storage, to search and retrieval, auditing, and reporting, through to the option to digitally ‘shred’ documents at the end of the defined lifecycle. SoftCo ExpressAP is SÄHKE2 certified.

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