Supplier invoice digitization module
Supplier invoice digitization: automate invoice processing from receipt to payment approval
OCR reading, automatic invoice creation, matching with goods receipts, payment approval workflow and archiving: the Synoptic ERP digitization module secures the processing of your supplier invoices, with no re-keying.
Automate and secure the management of your supplier invoices
Optimize the management of your supplier invoices with Synoptic ERP. The digitization module automates invoice creation, checks invoice compliance and secures your payments through an approval workflow. Every document is archived for full traceability and simpler management.
You reduce manual tasks, improve productivity and adopt a paperless approach. Our experts support you for a fast implementation tailored to your needs.
- OCR reading
- Matching with goods receipts
- Payment approval
- Archiving
As soon as the invoice is received, in Synoptic ERP:
- The digital invoice is read by the system
- An invoice is created automatically: the supplier’s goods receipts are attached to it for a purchase (identified by the order number), and lines are created for overhead expenses
- The compliance of the purchase invoice is checked: if an inconsistency is detected, the system prompts the user to correct or complete it
- A payment approval status secures supplier payments
On the accounting side:
- Invoices are posted through your usual process
- The entry is generated in your accounting software with its assigned payment approval status; this status changes as approvers give their approval (available for Sage products and certain other software vendors; contact us for more information)
- Payment approval management lets you release or withhold payment (available for Sage products and certain other software vendors; contact us for more information)
- 40 yearssupporting industrial SMEs
- 200+industrial SMEs and mid-caps supported
- 3 officesLille, Lyon and Nantes
How does the supplier invoice digitization module work?
Invoice retrieval, OCR reading, creation in Synoptic ERP, matching with goods receipts, posting with a payment approval status, then payment approval according to approvers’ decisions: the digitization module covers the entire supplier invoice process.
Retrieve and read your invoices automatically
The invoice is retrieved when it arrives, then scanned or read by optical character recognition (OCR). Its data is extracted automatically: you eliminate manual entry and the errors that come with it.
PDF invoices are read directly; paper invoices are scanned first. The PDF received is automatically linked to the invoice created in Synoptic ERP.
Match your invoices with goods receipts
The invoice is created automatically in Synoptic ERP. For a purchase, the supplier’s goods receipts are attached to it using the order number; for overhead expenses, the lines are created.
You have a list of the invoices to be matched with purchase orders. An order that has been received cannot be invoiced twice: a duplicate invoice immediately shows as “unmatched”.
Check the compliance of every invoice
For a purchase invoice, the system checks its compliance. If an inconsistency is detected, it prompts the user to correct or complete the invoice.
Secure your payments with payment approval
Set up an approval workflow for your invoices by assigning them a payment approval status. The entry is posted with this status, which changes as approvers give their approval and remains visible in Sage.
You identify and pay only the invoices that have received payment approval: payment approval management lets you release or withhold payment.
Archive and find your invoices in an instant
Every invoice read by the system is automatically archived in dedicated folders, with access managed by your IT department: confidential invoices remain restricted to authorized users.
No more printing or binders: authorized users find an invoice from its number.
Handle any disputes quickly
A tracking workflow lets you handle any disputes on your supplier invoices quickly and efficiently.
The benefits for your teams
- Time savings: you automate invoice creation and eliminate direct entry in accounting
- Traceability: the PDF received is automatically linked to the invoice created in Synoptic ERP
- Document management: every invoice read is archived in dedicated folders, with access managed by your IT department
- Secure payments: an approval workflow assigns each invoice a payment approval status
- Disputes handled quickly thanks to a tracking workflow
- Reduced environmental impact thanks to a paperless strategy
French e-invoicing reform
Digitization, the first step toward e-invoicing compliance
If you already use the digitization module, the key processes are in place: invoice receipt and reading, matching with goods receipts, payment approval workflow. You are one step ahead.
The next step is to connect these processes to the e-invoicing network via Docoon, the Approved Platform integrated into Synoptic ERP.
- Receipt and reading
- Matching and approval
- Connection via Docoon
Our support to implement digitization
- Mapping your processes and measuring the impact on your business
- Cleaning up and updating your supplier databases
- Bringing your invoices into compliance, a first step toward e-invoicing
Proges Plus, vendor and integrator at your service
- Support that combines advice and assistance at every stage of your project
- Project management committed to meeting agreed deadlines and budgets
- Experts close to you, in our 3 offices in Lille, Lyon and Nantes
We are very satisfied with this supplier invoice digitization: we have gained time, reliability and security. Everything is now automated, and there is no data loss.
Take action
Ready to take the next step?
Our experts are available to analyze your needs and show you the solution in a real-life setting.
Complementary modules
Synoptic ERP modules complement each other. These modules work in full synergy with supplier invoice digitization.
Procurement management
Control your purchasing function from order to invoicing, list your suppliers and let your ERP suggest them
Finance, HR and accounting
Choose complete accounting management interfaced with your ERP: general accounting and reporting, cash management, fixed assets, means of payment…
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Frequently asked questions about supplier invoice digitization
What is supplier invoice digitization?
Supplier invoice digitization means capturing paper or PDF invoices, automatically extracting their data (OCR) and matching them against purchase orders and goods receipts in the ERP, with no manual re-keying.
What happens as soon as a supplier invoice is received?
The digital invoice is read by the system, then created automatically in Synoptic ERP. For a purchase, the supplier’s goods receipts are attached to it using the order number; for overhead expenses, the lines are created. The compliance of the purchase invoice is checked, and a payment approval status secures the payment.
What is the payment approval status?
Payment approval is the status that authorizes payment of a supplier invoice. In Synoptic ERP, it is assigned through an approval workflow: the entry is posted with this status, which changes as approvers give their approval, is visible in Sage and lets you release or withhold payment.
Does the module work with my accounting software?
Invoices are posted through your usual process. Generating the entry with its payment approval status and managing payment approval are available for Sage products and certain other software vendors: contact us to check whether your software is compatible.
Are paper invoices supported?
Yes. PDF invoices are read directly; paper invoices are scanned first, then read by OCR like the others.
What results have our customers seen?
At Novafit Groupe, a 16-person industrial SME that received more than 100 invoices a month (purchases and overhead expenses), the time spent managing purchasing was cut “by even more than half”. “All I have left to do is the payment approval,” sums up its accountant.
How does it relate to the French e-invoicing reform?
Digitization already puts the key processes of the reform in place: invoice receipt and reading, matching with goods receipts, payment approval workflow. To receive and issue electronic invoices, Synoptic ERP connects to the network via Docoon, the Approved Platform integrated into Synoptic ERP. Discover the e-invoicing module.
Let’s talk about your project
Would you like to digitize your supplier invoices?
Our sales team is here to answer all your questions.
You can call us on
+33 3 20 64 63 63Our offices, close to your sites
- LilleHead office2 rue de la République, 59780 Willems
- Lyon7 allée du Crêt, 69890 La Tour Salvagny
- Nantes3 rue Claude Chappe, 44470 Carquefou
Contact us
Our team will get back to you as soon as possible. Tell us about your needs and an ERP expert will contact you.