A clever tool to electronically approve purchase invoices and allocate costs.
Makes your accounts payable process fast, simple and transparent.
Posts journal entries automatically into your ERP using secure 2-way sync.
Studies have shown that AP process can be sped up by6x
Meet Robin,
your virtual assistant for AP automation
Lighten your workload. Save yourself from manual data entry.
E-invoice is a machine-readable invoice that can be automatically processed. E-invoice is created in your suppliers’ ERP and transferred directly to your purchase invoice software without human intervention.
Forward PDF invoices received via email automatically to Robin. He will scan the pdf for most important invoice data and convert it into structured file. Within a few minutes the invoice can be checked by the first approver.
Your time is valuable. Don’t waste it on chasing down colleagues who are blocking invoice approval.
Create a workflow and set your business rules. Who will approve what invoices in what sequence? The next time an incurring invoice arrives, Robin will assign the correct workflow automatically.
Approvers are notified when an invoice must be reviewed. Both IOS and Android app can be used.
Budget holders can set up automatic approval rules and delegate approval of smaller recurring payments to virtual assistant Robin.
To keep senior executives in loop, you can set approval thresholds. In case the invoice total sum is above a specified level, then the invoice must be reviewed by a higher ranking manager.
Repetition is not always the mother of wisdom. Sometimes once is enough, AI can do it next time.
Use an unlimited number of dimensions. You can split expenses between projects, departments, employees, cars, locations, products, brands, etc.
For instance, Robin can assign:
Enable Robin to work with more advanced row-based rules. For instance, a telecom bill could be split between departments based on a phone numbers (+372524333 always to Sales department) and allocated to cost accounts based on words found in description (“internet…” always to account 54230, while “…calls..” always to account 56200).
Uncertainty about how many invoices are yet to process does not have to be a dominant feeling when trying to close the month.
Get an instant overview of your AP workflow and identify bottlenecks in the process to reduce delays. In addition, get an early overview of all of your liabilities for fast close and cash flow management.
Once the invoices are approved, Robin posts the journal entries to your ERP. Naturally using secure and encrypted channels.
After successful ERP sync, documents are archived in eFlow. All actions are logged. You can easily see who changed what and who approved which invoices.
Data access – role-based user rights to what can be seen and edited.
Data security – Telema eFlow runs in ISO-27001 certified cloud-based datacentres with double diesel generators and data vaults that guarantee your good night’s sleep.
High availability – an enterprise level 99% service availability guaranteed
Cost provisioning functionality helps to close the period sooner. It enables you to sync purchase invoice data with your ERP before they get their final approval.
You can set up accounts for multiple legal bodies, have cross functional teams approving invoices for multiple companies. It works even if there are multiple ERPs involved.
You can set up an unlimited number of user accounts.
Integration with Cost Pocket. Take a photo of your receipts, select the type of expense, create a report if needed and approve it.
Duplicate documents are highlighted. New unknown bank accounts get a warning.
Integration with leading secure Single Sign-On (SSO) providers enables you to centrally limit access to business critical information. Use Okta or MS Active Directory.
Invoice data is entered multiple times. Supplier creates an invoice in their ERP, you retype the same information into yours.
Manual invoice data entry is minimized. E-invoices are imported automatically, PDFs are captured by virtual assistant Robin.
Cost allocation is retyped often twice. Managers add info about a project or department into an email or onto a paper invoice, accounting retypes it into an accounting software.
For most invoices (from recurring suppliers) cost allocation can be fully automated. If manual intervention is needed then it is done only once, no double entries.
Errors in data entry. Some documents are entered twice, some have errors in dates, supplier data, amounts etc.
Mismatches like duplicate documents, unknown bank accounts are recognized automatically.
Poor overview. Answers to questions like how many invoices are waiting for approval or what is the total amount to be paid next week can only given based on gut feeling.
At all times, the invoice is visible to all related parties. No need to wonder who and for how long has been delaying their approval.
Approvers must come to office to review their purchase invoices.
Approve invoices everywhere on any device having access to an Internet browser.
Before starting to use Telema eFlow we didn’t recognize how inefficient our purchase invoice processing was. Now, after using new system for a few years we definitely don’t miss our old system. eFlow saves us time, makes our processes faster and simpler. Invoice approval can be done from every corner of the world now.
eFlow has a very simple structure and user friendly. Most useful function for us is the automatic cost allocation for repetitive invoices and the approval workflows. The fact that different approvers can change cost allocations makes eFlow even more convenient.
Our company has been growing rapidly in the recent years. The same cannot be said about our AP team. Thanks to Telema eFlow we’ve been able to automate big part of recurring tasks when working with purchase invoices. We can not process a lot more documents with the same amount of employees.
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