Invoice processing software that grows with you
AT A GLANCE
Why automated invoice processing matters so much
Processing incoming invoices by hand is time-consuming, error-prone and often inefficient – especially in growing companies or in complex structures with several departments. Wherever large numbers of invoices arrive every day, missing invoice processing routines and fragmented responsibilities quickly create bottlenecks in accounting, late payments or even compliance risks.
Automated, digital invoice processing based on invoice processing software – also known as "accounts payable automation" – helps to master these challenges. It enables a clear, traceable workflow from the arrival of an invoice through review and approval all the way to payment. Invoices are captured digitally, routed in a structured way and can be approved or exported at the push of a button. That saves time, reduces errors and increases transparency.
This process is particularly relevant for companies with several sites, legal entities or teams. Automated sequences and traceable audit chains create reliable, rule-based processes – which promote not only efficiency but also compliance and planning certainty. The invoice processing software from COMMITLY offers a compact, integrated solution for exactly that.
Benefits at a glance – with measurable impact
- 60–80 % time saved
through automatic document capture, structured workflows and the end of manual data entry
- Cost per invoice cut by up to 75 %
less manual work, less coordination effort
- Shorter turnaround time (from days to hours)
through digital approval processes and real-time access
- Fewer late payments
through structured approval and payment preparation
- Better supplier relationships
thanks to punctual payments and clear communication
- Audit-proof documentation
complete audit trail and annotatable document images in the export
- 100% integrated with your cash flow planning
open items are carried over into cash flow planning by the COMMITLY logic
Data security & compliance – a solid foundation
Automating invoice processing brings not only efficiency but also added security. COMMITLY Bills meets the highest requirements for data protection and IT security – from encrypted transmission to protected storage of every document in the cloud.
Access rights can be managed by role, and every action in the system is fully logged in the audit trail. That way companies meet internal policies as well as external requirements. For internal audit, controlling or external auditors, all relevant information is traceable and securely available at any time.
COMMITLY Bills introduction webinar
How the invoice management software COMMITLY Bills works – step by step
With the invoice processing software, every step is built for scalability, teamwork and legal certainty.
Capture invoices – automated & centralised
- A dedicated document email address per organisation
- Alternatively: upload or create an incoming invoice by hand
- Invoices appear straight away in the "Incoming invoices" module
No searching, no scanning, no paper invoices – one central inbox for every document
Review and structure the digital incoming invoice
- OCR: supplier, amount and due date are read automatically
- Additions: category, comment, activities
- Multi-entity capable: assign companies separately
A clean, structured data basis for everything that follows
Invoice approval, digital & rule-based
- Approval rules you define yourself (e.g. by amount, department, supplier)
- Assignment to reviewers and approvers, with notification
- Documented without gaps thanks to time stamps & audit trail
A secure, traceable approval process without switching systems
Prepare a payment, pay directly or export
- Mark invoices for payment or pay them directly
- SEPA XML export for online banking
- The payment amount is taken into account in cash flow planning via the bank
Pay securely – without changing systems or entering data twice
Export with document image & audit information
- ZIP export of all invoices including PDF & audit trail
- Document status, approvals and processing history included
- Ideal for tax advisors, month-end closing and archiving
Audit-proof documentation for internal and external purposes
100% integrated into cash flow planning and monitoring
- Carried over into the open items feature of COMMITLY with all its information
- No more "lost" open items thanks to monitoring and automatic adjustment of past due dates
- Integration into the Forecast through the COMMITLY logic avoids double counting and reconciles with budgets
Invoice processing fully integrated with cash flow, for SMEs
AT A GLANCE
What is a digital invoice approval process – and why is it essential?
A digital invoice approval process is the structured and documented review of incoming invoices with the help of a software solution – namely invoice processing software. Unlike approvals by email or verbal agreements, this digital workflow allows a clear separation of responsibilities, traceable decisions and full transparency – an essential part of a professional finance organisation.
In companies with several decision-making levels or strict compliance requirements this process is indispensable. Approval rules can be defined individually – by invoice amount, supplier or department, for example – and make sure that every invoice runs through the review path intended for it. Time stamps, status logs and user assignments produce a complete audit trail that holds up internally as well as externally.
In the invoice processing software COMMITLY Bills the approval process can be configured flexibly and fits seamlessly into the overall solution – with no breaks between systems or media. Security, traceability and efficiency are brought together in a single tool.
Why should companies plan their cash flow with invoice processing software?
Many companies plan their liquidity on the basis of revenue, open receivables and bank balances – and overlook one decisive point in the process: outstanding payables. Incoming invoices in particular, still sitting in the inbox or in an approval process today, often have a considerable influence on future payment flows.
A realistic picture of liquidity only emerges when invoices that are due, planned and approved also feed into the cash flow preview. This is exactly where the invoice processing software COMMITLY Bills comes in: as soon as an invoice has been captured and approved, it is carried over into cash flow planning automatically – including due date and payment amount. Companies see early on when peaks in outgoings are coming and can counteract in a targeted way.
The integration into the Forecast logic of COMMITLY is particularly powerful here: all outstanding payments, such as incoming invoices, are taken into account in the Forecast model in the correct period. Those payments are always set against the planned budgets. And where necessary, COMMITLY adjusts the running Forecast automatically. The result is realistic, automatically updated plan figures – aligned with your actual obligations.
Especially in growing organisations where several teams are involved in handling invoices, this link between automatic invoice processing and strategic financial planning brings enormous benefits. It strengthens the basis for decisions and turns the invoice process into an active steering instrument for the financial health of the company. Do you still have no invoice processing software? Then it is high time.
Features for demanding finance processes
- Multi-entity capableManage incoming invoices: assign them by company and plan them separately
- Roles & permissions managementPer user: recorder, reviewer, approver
- Approval policiesIndividual rules, approval policies mapped out, compliance assured
- Audit trail & exportEvery action documented, documents including metadata (audit trail) exportable
- SEPA export or paymentXML files for single or bulk payments, direct single payments triggered from within
- Cash flow integrationEvery invoice is carried straight over into the open items feature and feeds directly into the cash flow plan
Seamless integration of the invoice processing software into existing systems
Modern invoice processing software only shows its full value once it fits smoothly into the existing system landscape. COMMITLY Bills is built to adapt flexibly to your IT infrastructure – whether you work with ERP systems, accounting software or cloud solutions. Standardised export interfaces such as SEPA XML or PDF ZIP with metadata make it easy to hand all relevant data over to tax advisors, financial systems or archiving tools. For DATEV and the like this means less manual transfer, fewer sources of error – and a smooth transition into the monthly or annual accounts.
Individual processes can be mapped without trouble as well. COMMITLY Bills supports open APIs and can therefore be connected to existing tools or internal data structures. That reduces breaks between systems, improves data quality and enables an unbroken digital process chain from capturing a document to releasing a payment. In this way invoice processing software becomes far more than an additional tool: it becomes an integral part of your digital finance processes.
