Invoice processing automation software replaces the manual routing, chasing, and filing that causes late payments and lost early-payment discounts. infoRouter automates the entire invoice lifecycle, from capture to approval to integration with your accounting system.
Key Takeaways
- Invoice processing automation captures invoices from paper, email, EDI, and vendor portals into a single workflow with no manual routing required.
- infoRouter's invoice processing automation routes each invoice through defined approval steps with automatic reminders and a complete audit trail.
- API integration triggers payment in your accounting system at the final approval step, closing the loop from capture to payment.
- Organizations using invoice processing automation report faster payment cycles, fewer errors, and the ability to capture early-payment discounts consistently.
Situation
Every accounts payable department handles invoices arriving through multiple channels: paper mail, email, EDI, vendor portals, and fax. Each invoice needs to reach the right approver, get reviewed, and move to payment on time, every time. Manual handling creates predictable failures: invoices sit in inboxes, get misfiled, or wait on someone who is out of the office.
Complication
Paper invoices are the highest-risk format. They get lost between the mailroom and the approver's desk. Email invoices get buried under other messages. When multiple approvals are required, the process stalls at whichever step has the busiest person. The result: late payment penalties, missed early-payment discounts, and no audit trail showing where things broke down.
Solution
infoRouter captures invoices from every channel and routes them through a defined approval workflow:
- Scan Station converts paper invoices to digital documents and imports them into infoRouter automatically
- Email Scanner monitors dedicated accounts (e.g., invoices@yourcompany.com) and routes incoming invoices to the correct folder
- Workflow engine moves each invoice through approval steps, assigning tasks to the right users or groups, sending reminders, and recording every action
- API integration triggers a call to your accounting system at the final approval step, passing along invoice details for payment
Because every invoice follows the same path, workload and progress are visible at every stage.
Result
Organizations using infoRouter for invoice processing report measurable improvements across the AP cycle:
- Processing time reduced by 60-80%. Invoices that previously took 5-10 business days to route through manual approval now complete the cycle in 1-2 days.
- Late payment penalties eliminated. Automated routing and deadline reminders ensure invoices reach approvers before due dates, not after.
- Early-payment discount capture increased. With faster cycle times, 2/10 net 30 and similar discount terms become achievable instead of theoretical.
- 100% audit trail coverage. Every invoice carries a complete chain of custody from receipt to payment — who received it, who approved it, when, and what they decided. Compliance teams can trace any transaction in seconds.
Frequently Asked Questions
- What invoice formats can infoRouter capture automatically?
- infoRouter captures invoices from paper (via Scan Station), email (via Email Scanner), EDI, and vendor portals. All formats are routed into the same workflow with no manual handling required.
- How does infoRouter integrate with our existing accounting system?
- At the final approval step, infoRouter's API triggers a call to your accounting system, passing along invoice details for payment. This closes the loop from capture to payment automatically.
- What happens if an approver is out of the office?
- The workflow engine sends automatic reminders and can escalate tasks when approvals are delayed. Every action is recorded in a complete audit trail so you can see exactly where any invoice is in the process.
- Can we track where an invoice is in the approval process at any time?
- Yes. Because every invoice follows the same defined workflow path, workload and progress are visible at every stage. Compliance teams can trace any invoice from receipt to payment in seconds.
See How infoRouter Can Work for You
If your accounts payable team is still chasing approvals manually, infoRouter's workflow engine can change that in days, not months.