Automated Invoice Processing for Sage 200

Verify intelligently captures header and line item information from all invoices that are emailed into the system. This data includes the supplier, dates, order numbers and values. All submitted invoices are immediately available in the system, no more waiting for hours for invoices to appear. Verify removes the need to print or email invoices around the business for processing.

This automation saves you and your employees a significant amount of time typing invoice data into Sage 200, a boon when dealing with high volumes. Verify ensures all data posted to the system is correct, meaning you have a full and accurate understanding of your outgoings.

Verify will also identify duplicates or potential duplicates, i.e. where the invoice may have the same invoice value in a similar date range or the same invoice number with a different value or date. This significantly reduces the risk of duplicate payments, saving time and money as well as the tricky task of trying to claw the money back.

If the invoice relates to a purchase order and received values match, Verify will automatically post to Sage 200, enabling straight-through processing. This saves your staff time and allows them to focus on exceptions and more important tasks in your business.

For businesses with multiple entities on Sage 200, it can be difficult and time-consuming to understand which entity each invoice relates to. This becomes especially complex where your company operates over multiple sites, with invoices arriving at different buildings for processing and approval.

Verify simplifies this process by identifying immediately which entity each invoice relates to. You can then set up custom routes for each entity to ensure the correct employees deal with the invoice before it is automatically posted against the correct entity on Sage 200.

The Inn Collection Group struggled with invoice processing for multi-entities until they implemented Verify. Click below to read their story.

A common error is unintentionally coding invoices to the incorrect area, causing accidental overspending on some budgets and underspending on others.

With Verify, coding is more visible. All staff can easily see all available coding options with labels so it is easier to understand where the invoice is being coded to. This coding is visible throughout the process and an invoice can be sent back to have the coding amended if it’s incorrect before committing to Sage 200. This is important for reducing errors and overspending on values posted to incorrect budgets.

Process invoices your way. Verify allows flexible invoice routing by department, project, nominal, cost code, business entity, supplier, etc., and custom routes can also be created and designed by you. With up to three levels of value-based approval for each route, you can ensure the correct employees can access and approve your invoices.

Verify is designed to fit your specific business needs and processes and allows you to control exactly who can take action on an invoice. It is also easy to amend who has responsibility for each task, if a colleague leaves, moves departments, or if you have any new starters, you can easily amend who has responsibility at each level. Verify allows unlimited users as standard, so everyone who needs to be on the system can be.

As businesses move to remote-working and hybrid-working models, invoice processing can become more time-consuming where employees are based out of the office or are unable to sign off invoices as quickly. If your business previously printed out invoices and left them on colleagues’ desks for approval, there would now be a delay if that person was out of the office. Switching to emailing invoices may reduce the time to view invoices but it is also less controlled. Likewise, for businesses with multiple offices spread across the UK and even the world, posting or emailing invoices to these locations consumes time and could result in invoices being paid late.

This is where Verify can help. Verify is cloud-based with access via web browser, meaning it can be used on desktop computers, laptops, mobile phones and tablet devices. This means employees receive their invoices for processing immediately, reducing the time delay of waiting for them to be in the office.

Plus, Verify also includes email notifications for when a task needs action, with automated reminders for those who are a bit slower at processing their invoices. This means your invoices are ready for payment sooner, reducing late payments, and ensuring only the correct employees approve their own invoices.

Once an invoice is fully coded and approved in Verify, it is automatically posted into Sage 200 ready for payment. This ensures that all data entered into the system is correct and that the invoice has been fully approved for payment. It also saves a significant amount of time as your staff no longer need to manually type invoice data into Sage 200.

When in Sage 200, retrieving an image of the invoice is easy. A simple click on a hyperlink in the Sage 200 transaction screen immediately opens the transaction in Verify, including an image of the invoice. All related notes and a full audit trail are visible, detailing information from who took actions at each stage, to who simply opened and viewed the invoice. This means you can maintain control over your finances, which also comes in handy at year-end.

Verify comes with completely free set-up and training. We also provide system support from 9-5.30 Monday-Friday as well as installations after hours if required. Verify is regularly updated, all updates to Verify are free and occur after hours, so you will never have any downtime. We always make you aware of any upcoming enhancements so you can prepare in advance.