Manual matching is a burdensome, time-consuming process, especially when dealing with invoice exceptions. The invoice has to be physically taken to an approver where it could sit unnoticed for days, possibly leading to missed payments and late fees.

Implementing imaging and automated workflow can greatly reduce the time spent resolving invoice exceptions. Most workflow systems include the following exception-handling functions:

• Automatic reminders: Once an exception invoice is routed to the approver, he or she receives an email reminder to act on it. Additional reminders are sent if the invoice is not addressed after a period of time.
  
  
• Escalation: If the invoice remains untouched for a specific amount of time, it is automatically forwarded up the chain of command to the approver's manager. One common practice is to escalate the invoice up the ladder after five days of inactivity.

In addition to preventing late payments, reminders and escalation help maintain good vendor relationships by promoting prompt payment processing. For more benefits of implementing automated workflow, be sure to sign up for TAPC's upcoming FREE audio conference, Eliminating Manual Matching, featuring David Hay, consultant, and former director of shared services for Hewlett-Packard.