Payables Nexus software for electronic invoicing, scanning, & payables mgt.

Seamless AP Operations From PO to Payment
Creating purchase orders and invoices in PayablesNexus gives your staff the tools to quickly process these items with the information required by accounting. PayablesNexus saves you time by electronically converting a purchase order to an invoice, voiding the need for time-consuming duplicate entry and minimizing room for error. Purchases can be electronically allocated across multiple departments and multiple GL codes using either a dollar or a percentage split. Invoice and payment data automatically syncs both ways between PayablesNexus and your GL system. Users can quickly track where a vendor invoice is in the payment process, whether it is pending approval, has been submitted to your GL system for payment, or a check has been cut and paid.

Electronic Routing For Approval
PayablesNexus is powered by a dynamic routing engine we call Workflow Manager. It gives you the control to create specific rules based on your unique business needs. Workflow allows you to place spending limits by user, department or role in the system. It also allows you to route transactions for approval based on criteria such as GL code, GL category, budget amount, total amount, vendor, etc. All approval requests are communicated by an email notification, alerting users to the presence of a transaction in the system that requires approval. Our approval process will cut traditional paper-based approval processing time down from a number of days to a matter of minutes.

Scanned Paper Invoices Become Electronic
Convert paper invoices to electronic invoices with document imaging by using Nexus Scanning Services or by scanning directly into PayablesNexus from your office location. Either way, once an invoice has been scanned, the image of the original invoice is always attached to the digital version of the invoice within the PayablesNexus system. This electronic (digital) invoice, with its image, is then automatically processed through PayablesNexus’ electronic approval routing workflow. During this automated workflow, the electronic invoice can be retrieved at any time, which in turn will eliminate the need to keep backup filing cabinets and storage boxes full of paper invoices.

Receive Electronic Invoices From Your Vendors
Further simplify your invoice entry process by giving vendors the ability to create and submit invoices electronically to your company via PayablesConnect.com, PayablesNexus’ vendor portal. By accessing PayablesConnect with a simple log-in and password, vendors can create and submit invoices to you in real-time. Vendors can also view an invoice register to find out where their invoices are in the payment process, eliminating bothersome phone calls to your accounting department. Similarly, for those vendors that prefer a spreadsheet format, by using a simple Excel spreadsheet downloaded from PayablesNexus, vendors can email invoices to you for faster processing and payment.

Improved Budget Control
Integrate PayablesNexus with your GL system and report real-time expenditures down to the GL account level. Integrating your budgets and actuals provides approvers with the up-to-the-minute information on monthly expenses required to make informed approval decisions. Having actual expenditures at their fingertips will increase user accountability to stay within budget. PayablesNexus’ electronic approval workflow ensures that out-of-budget expenditures are approved by the correct level or levels in your organization.

Manage Vendors Through PayablesNexus
Use your current vendors by automatically synching PayablesNexus with your GL package. Users can easily request new vendors by submitting a simple online form to accounting. To help decrease GL coding errors, vendors can be set up with a limited number of GL accounts assigned to them for use. By taking advantage of this feature, your staff will only have available to them the GL codes you have approved for use for that vendor. This means fewer errors for your accounting staff to correct. Users can also create favorite vendor lists for quick access to their most frequently used vendors. In addition, dynamic vendor history reports can be used to analyze past purchasing trends.

Real-Time, Consolidated Reporting
No more waiting until the end of the month, quarter, or year to see if you stayed within budget. At any time, run a report by location or department to see your expenditures. You can run summary and detail reports on month-to-date and year-to-date budgets versus actuals, purchase orders processed, invoices processed and vendor history. Multiple report search criteria are available, so reports can be configured to different needs. All reports can be easily downloaded from PayablesNexus to Excel for other usage.

Field tested
Field-tested and ROI-proven by companies nationwide, PayablesNexus is the simplest, easiest to use application with the most AP specific functionality in the market today. Just ask our clients.