What's included
Invoice capture to payment
with 3-way match built in
What's included
The problem with
invoices stuck waiting on manual review
Invoices arrive by email, mail, and portal upload, then sit in inboxes waiting for someone to key them in, check them against a PO, and chase down an approver. Mismatches and missing approvals are often caught only after a vendor calls asking where their payment is.
SmartDocs captures every invoice automatically, matches it to the purchase order and receipt, and routes it for approval—so your team spends time on exceptions, not data entry.
Deliverables
What's included
Capture
Invoices captured automatically from email, mail, or portal upload.
- OCR data extraction
- Vendor & invoice number matching
- Duplicate invoice detection
Match
Invoices matched against purchase orders and receipts.
- Automated 2-way and 3-way match
- Configurable match tolerances
- Exceptions flagged for review
Approve
Approvals routed automatically based on amount and cost center.
- Configurable approval workflows
- Mobile approval access
- Full audit trail
Pay
Payments scheduled and tracked through to reconciliation.
- Payment scheduling
- Vendor payment status tracking
- Reconciliation reporting
How we work
From invoice to payment
Every invoice moves through capture, match, approval and payment—with full visibility at each stage.
Capture the Invoice
Invoices arrive by email, mail, or supplier portal and are captured automatically, with key data extracted in seconds.
Match to PO and Receipt
Each invoice is matched against its purchase order and receipt, and exceptions are flagged before they reach an approver.
Route for Approval
Clean invoices route automatically to the right approver by amount and cost center, while exceptions go to the right owner to resolve.
Schedule and Pay
Approved invoices are scheduled for payment and tracked through to reconciliation, so nothing falls through the cracks.
Invoice Management in action
Real invoice-to-payment scenarios
Common invoice and payment scenarios processed through Invoice Management
PO-Matched Invoice to Payment
- Payment issued without manual touch.
Invoice Exception Resolved
- Discrepancy resolved before payment goes out.
Month-End Payment Reconciliation
- Books closed with a clean audit trail.
FAQ
Common questions
Everything you need to know about invoice capture, matching, approvals and payment.
How does invoice capture work?
Invoices are captured automatically from email, mail scans, or supplier portal upload. Key fields—vendor, invoice number, amount, PO reference—are extracted the moment an invoice arrives, so there’s no manual keying.
What’s the difference between 2-way and 3-way match?
A 2-way match checks an invoice against its purchase order; a 3-way match also checks the goods receipt. You choose which applies by vendor or spend category, with tolerance thresholds you control, so small variances don’t block payment unnecessarily.
How are approval routing rules set up?
Approval rules route invoices by amount, cost center, or department, so the right person sees the right invoices automatically. Rules are configurable, and approvers can act from a mobile device without logging into a full desktop session.
What happens when an invoice doesn’t match?
Mismatched invoices are flagged as exceptions and routed to the person who owns that vendor or PO, instead of holding up the rest of the batch. You can see exactly which invoices are stuck and why at any point.
Can we set different approval rules for different departments or vendors?
Yes. Approval thresholds and routing can vary by department, cost center, vendor, or invoice amount, so high-risk or high-value invoices get more scrutiny without slowing down routine ones.
Can you work with our existing tools and vendors?
Yes. SmartDocs integrates with SAP ECC, S/4HANA, and S/4HANA Public Cloud, as well as Oracle PeopleSoft/EBS, Microsoft Dynamics, Infor, Aptean, SharePoint, Google Drive, Azure Blob Storage, and OnBase. Approved invoices and payment records sync directly into your general ledger and payment systems.
How are payments scheduled and tracked?
What if we're not sure where to start?
That’s normal, especially when multiple invoice types, vendors and approval chains are involved. Your implementation contact will help prioritize which invoice volumes and vendors to automate first, based on where manual processing is costing your team the most time.