Invoice processing: Efficient financial management

How to turn invoice management from an administrative burden into a competitive edge

The end of tedious and intensive manual work


Boost your financial management efficiency with automated invoice processing. Successful businesses need to manage data in a timely way and process invoices accurately. This keeps business flowing and maintains healthy relationships with vendors. Konica Minolta help businesses take control and streamline their invoice processes with digital invoice management solutions.

Do your teams still do repetitive, paper-intensive work by hand? Tedious for employees, this leads to sluggish document and invoice processing and hours wasted. Your accounts payable team will have to manually extract information to square invoices against purchase orders. Due to human error, this leads to some processing and capture of incorrect figures. Even if e-invoices arrive digitally, many companies still print them out and file them as paper copies.


Invoice Processing costs infographic Invoice Processing time infographic


How digital invoice management works 


With digital invoice processing by Konica Minolta, you can capture incoming invoices and make sure they're mapped correctly in your system. All the details, such as the project code and invoice number are automatically processed, checked and captured using text recognition software and intelligent algorithms. This means it's all safely stored right away, can be accessed from any device and will be forwarded to the right team for approval. 


Konica Minolta's invoice processing gives you stress-free integration into existing Enterprise Resource Planning (ERP) systems. In the end, it’s all about ensuring accurate invoice data, cutting admin time, avoiding errors and minimising costs. 


Benefits of intelligent invoice processing


Any company can harness the power of invoice processing automation. You'll discover that Konica Minolta's invoice processing solutions reduce errors and give you more transparency, avoiding bottlenecks and helping to keep you compliant.


No matter how invoices arrive - whether in paper form or as email attachments - an AP (accounts payable) automation solution can deal with them for you. They'll be delivered to the right people fast - using our workflow and routing options.


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Invoice processing: Efficient financial management

Boost your financial management efficiency with automated invoice processing. Successful businesses need to manage data in a timely way and process invoices accurately. This keeps business flowing and maintains healthy relationships with vendors. Konica Minolta help businesses take control and streamline their invoice processes with digital invoice management solutions.

Invoice processing

Invoice processing


Hardware
Konica Minolta Printing Hardware

Want the ultimate in digital print production performance? You just found it. Konica Minolta’s Production Printing and Office hardware are industry benchmarks, with devices offering revolutionary colour image quality, ultra-high-speed black-and-white output, pro-quality inline finishing options to meet your complex job specifications, and more. Regardless of the size or area of specialisation of your company, our print hardware lets you build up your printing infrastructure, manage digital content, put in place state-of-the-art measuring instruments, and explore other solutions designed to change your workflow beyond recognition.

Software
Konica Minolta Software Products

Explore the countless different ways in which Konica Minolta software products could improve your operations. Konica Minolta solves the problems of your company, matches different working styles, and offers software solutions meeting the needs of your industry. By prioritising your needs at all times, Konica Minolta meets the software requirements of even the most demanding global organisations. Using the system, you can keep a lid on the cost of any printed or copied output, create advanced security measures to ensure sensitive documents don’t fall into unauthorised hands, and more.

Services
Always at your Service

Our experienced, knowledgeable specialist staff will answer any questions you may have, and show you how to operate your product. Our services function for your benefit, within a support system designed to ensure you and your company benefit fully from the solutions. We offer a range of different services, including optimised print services to combine your consulting; hardware and software implementation; workflow management to lower your document spending; and smart security services, to keep your business safe.

Invoice processing: Efficient financial management

Invoice processing: Efficient financial management


Structured digital capturing of all incoming invoices.

Structured digital capturing of all incoming invoices. 

Automated workflows that streamline time-consuming manual tasks.

Automated workflows that streamline time-consuming manual tasks.

Real-time invoice validation to detect errors faster, resolve issues and improve relationships with vendors and suppliers.

Real-time invoice validation to detect errors faster, resolve issues and improve relationships with vendors and suppliers. 

Instant access to invoices awaiting processes. No more lengthy internal searches for invoices in paper form – so you can access your invoices anytime, anywhere.

Instant access to invoices awaiting processes. No more lengthy internal searches for invoices in paper form – so you can access your invoices anytime, anywhere. 

Mobile technology that allows invoice authorisation on the go, so invoices can be authorised by the relevant people wherever they are.

Mobile technology that allows invoice authorisation on the go, so invoices can be authorised by the relevant people wherever they are.

Invoice management E-Book

In business, there is in fact such a thing as a burden of success: In many cases, it comes in the form of invoices – lots of them. And these invoices need to be managed. As businesses grow, so does their network of customers and suppliers. And when production chains and value creation become ever more globalised, complexity increases while regulatory demands grow. Manual processes may have taken a business so far – but at a certain point, they start to become excessively labour-intensive, error

Download E-Book now
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Contact us for further information

Contact us for further information

Contact our team

Discover invoice processing solutions to fit your business. Take advantage of speedy, accurate invoice handling and keep business flowing with automation. Our team will be happy to discuss your needs and explain the options.  

Success story

DZAP // OFFICE INTERIORS logo

A more transparent process for processing invoices and invoicing information

A more transparent process for processing invoices and invoicing information

Headquartered in Naarden, DZAP designs and creates attractive, cutting-edge office interiors. It has been creating contemporary, stimulating work environments for a wide variety of renowned customers in every imaginable sector since 1995. To maintain its position as one of the top three in its field in the Netherlands, DZAP is constantly striving to improve quality. This also applies to its administrative processes. Konica Minolta helped digitise the invoicing process and improve workflow. The result? A more transparent process, better access to information, and quicker interactions with all parties involved.



Manual inputting

The existing system for manually processing invoices at DZAP has not always been the most reliable and efficient invoicing process, which involves some 3500 invoices per year. Kim de Jager, Office Assistant at DZAP, explains: “Before, our invoices were manually inputted, distributed internally as hard copies, and finally approved by the various departments. This way of working required a lot of time and paper. It was also difficult to see when invoices had got stuck in the workflow.”


References

The digitisation of invoice processing needed to produce results. DZAP therefore met with different suppliers to find out about their tenders. Kim: “The ECM solution offered by Konica Minolta made a good impression on us right away. When initial contact was made, we asked for references from companies which use this invoice processing solution in conjunction with the AccountView ERP package. They were unanimously enthusiastic not just about the solution, but also about the set-up process and the assistance provided by Konica Minolta.”


Precision tailoring

DZAP wanted to gradually digitise all the administrative processes within its organisation: firstly purchase invoices, then sales invoices, and, lastly, timesheets. This last process was a requirement specifically tailored to DZAP. The company also had additional requests, such as different document types and automated distribution of invoices, and the need to keep certain operations and certain operating modes from the old process. Before DZAP committed to Konica Minolta, the company needed to check whether all of its requirements were feasible from a technical standpoint. This proved that none of their expectations were unrealistic.


Permanent readjustment

The purchase invoice, sales invoice, and timesheet process has since been digitised. Kim: “The project was completed without any disruption. We found it tricky to work out beforehand what was expected of us, and to be able to visualise what the solution was going to look like. During the set-up and trial phase we worked very closely together – us with our knowledge of the process and them with their knowledge of automation – and the software was constantly refined to suit our needs. Exactly as described beforehand in the DZAP workflow document. We were delighted to see that the consultant was able to take our adaptations into account every time.”


Improved transparency

Kim and her colleagues are delighted with the end result: “Digitisation has enabled us to make a lot of administrative information more transparent. The staff using the system have a much better overview of the process and the information is easy to consult. The parties involved – both our customers and suppliers – thus can be better informed, more quickly and reliably.”


Challenge

  • To make the invoicing process and workflow – which has 25 users processing and approving around 3500 invoices each year – more reliable
  • Reduce paper consumption
  • Save time

Solution

  • Invoice processing solution which automates the entire process, from receipt of invoices to their payment, including distribution, checking and approval of invoices
  • Interface for AccountView

Advantages

  • Improved transparency and a better overview of the process used for invoice processing
  • Information is more accessible
  • Parties involved (customers and suppliers) are better informed
  • Quicker response for any invoice-related questions

Success story

TON inc. logo

An iconic brand moves forward with digital document management

An iconic brand moves forward with digital document management

TON, Inc., a proudly independent Czech company, has been producing Bentwood furniture since 1953, and preserves the same quality craftsmanship that furniture innovator Michael Thonet originated in 1861. TON’s products are the winners of various awards, including Good Design, Red Dot Design Award and Czech Grand Design. Meeting global demand is achieved by its own sales network as well as remote employees. The company needed ever-greater agility, while facing an expansion of email traffic and the challenge of inefficient paper-based legacy systems that had proved a significant issue for invoice processing. With Konica Minolta as a strong partner, TON implemented a digitised workflow and document management solution. This way, TON was able to slash document handling times throughout the company, with all information in one place, and quickly and easily retrievable.



Stepping into the future 

The company’s existing document management practices were slowing down TON’s core processes and overall de­velopment. It lacked a common storage portal for invoices, product information and documentation. Data was recorded in different directories and across multiple systems — preventing remote access to information such as relevant invoices, contracts and products. Invoices were often lost in the shuffle between departments or stalled altogether when authorised approvers were working out of the office. 

TON was looking for an opportunity to centrally store docu­ments such as business contracts or orders. The lack of such storage made it very challenging and time consuming to get an overview of the ongoing status of any active contract and submit it to the auditor in a relevant way. In accounting, the lack of remote access had in the past created serious is­sues: “We had a major problem when an employee was out of the office for several days and couldn’t approve or check a particular document and we were unable to enter it in the books,” recalled TON’s Sales Director, Robert Valentík. “Con­sequently, the management did not have timely information about projects, about activities within the company, about the company’s results.”


Partnering with Konica Minolta – the proven choice 

Seeking a way to increase process efficiency, generate sav­ings and provide its employees with access to vital information anytime, anywhere, TON enlisted the help of Konica Minolta, which was selected from a shortlist of ten suppliers. Choosing Konica Minolta as the trusted supplier of choice, TON decided to implement a solution that combined Microsoft SharePoint as a storage document platform with K2 blackpearl, a software platform to build and run business process applications. This combination provided exactly the robust forms, integration and reporting services that TON required. 

“The final selection of supplier was decided based on refer­ences,” said Robert Valentík. “We visited several customers of Konica Minolta, who showed us K2 blackpearl in practice. We actually confirmed our selection in this way.”

At the outset of the project, consultants from Konica Minolta engaged strongly with the team at TON to undertake a thor-ough analysis their specific needs and requirements. For Robert Valentík, step was crucial: “With hindsight, I consider the implementation analysis to be of great importance, which, thanks to its thorough preparation, meant that we kept to the project budget and project deadline, which is unusual for such large projects.” 

When choosing the solution alongside Konica Minolta it was essential for TON that the environment was user-friendly, and that the inhouse IT department would be able to make their own forms and be able to set up processes in K2 blackpearl. The ease of doing so proved key to the decision to select the solution, which was demonstrated during the implementation and as TON’s employees took to the new processes. 

TON’s IT specialists now work in the K2 environment, where they test processes, forms and other, smaller initiatives. The process of training team members to do so had proven straightforward, with Sales Director Robert Valentík observing that working with Konica Minolta to build skills took place in “a friendly environment and at an easy rhythm”, with two TON employees learning to model new processes and provide new support solutions for the system in around three months. 

The IT department is excited to implement other, department-led initiatives – and the team is able to make minor adjust­ments to the system themselves thanks to the K2 platform. More complex requirements are solved by Konica Minolta’s experienced team of consultants.


Powering the business with faster, more flexible operations 

A key advantage of the K2 and SharePoint solution imple­mented by Konica Minolta is its ease of access for employees, company-wide. The new system features a modern, user-friendly intranet that is accessible via a regular web browser. As well as bringing everything together in one place, the solu­tion mitigates the need to install dedicated software on users’ workstations, thus removing the costs of maintenance and installation. IT helpdesk management and invoice processing are now fully automated. 

K2 blackpearl has also demonstrated its value through its fusion of accessibility and ease of use – which is epitomised by the K2 mobile app. “When I see that the managing director can approve invoices received on his mobile phone when on business trips abroad, it confirms to me that we made the right decision,” observed Robert Valentík. By cutting out the burden of searching for paper documents, TON has achieved an esti­mated daily time saving per employee of fifteen minutes. 

“Work with digitised documents is considerably more conveni­ent and data can be transferred to other information systems,” commented Robert Valentík. “I think the K2 blackpearl solution on the Microsoft SharePoint platform would be beneficial to any company that wants to optimise processes and simplify administration.”

quotation marks

This solution is beneficial to any company that wants to optimise processes and simplify administration. Work with digitised documents is considerably more convenient and data can be transferred to other information systems. Yet, an even greater benefit of the system is that we reduced the flow of documents through the system from fifteen days to only three, which is very positive.”

Robert Valentík

Sales Director, TON a.s.

Challenge

Challenge
  • Overcome limitations of legacy systems while securing full interoperability
  •  Build capability to centrally store documents in digital form
  • Provide easy access for employees company-wide
  • Accelerate document and invoice processing times

Solution

Solution
  • K2 blackpearl BPM technology
  • Microsoft SharePoint platform

Advantages

Advantages
  • User-friendly company-wide intranet introduced to enhance information sharing
  • Full automation of IT helpdesk management and invoice processing
  • Average time required to process accounting documents cut from 15 to 3 days
  • Average 15 minute per day time saving per employee in moving away from paper documents
  • Customer IT department are able to tailor solution as needs change

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