Finance departments are traditionally paper intensive environments. Invoices, purchase orders, expenses and proof of delivery notes are amongst some of the documents which can inundate the Finance team from a large number of sources both internally and externally to the organisation.
Swordfish Invoice Manager
Capita Total Document Solutions provides cost effective solutions to managing the documents and workflow associated with two key processes with Swordfish Invoice Manager and Swordfish Expense Manager.
Effective management of Invoices can ultimately benefit the bottom line by reducing payment timescales and enabling the organisation to improve supplier relationships and negotiated terms.
Swordfish Invoice Manager is designed to provide effective automation and control of the invoice lifecycle from arrival within the organisation through verification, coding, approval and payment.
Supplier enquiries can be quickly dealt with as the relevant information can be presented on screen within seconds, and can be emailed directly as part of the query resolution process. Management gain visibility beyond the approval process of the corporate spend which can be reviewed by departments and suppliers which enables improved forward planning and revenue control.
Swordfish Invoice Manager ensures improved accuracy by validating coding and utilising Supplier information pre-populated from core systems ensures contracted payment terms are met.
Swordfish Invoice Manager supports complex approval matrices, multiple currency and multi rate VAT calculations. Invocies can be integrated with the Client's underlying accounting software to provide a complete solution.
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Swordfish Expense Manager
The management of employee expenses is always a sensitive issue, frequently paper or spreadsheet based it is fraught with obstacles. Valuable time is frequently consumed as expense-related documents are sent back and forth in a complex and cumbersome approval process. The task of collating and tracking various expenses and expenditures is frequently manual or spreadsheet based and not integrated with the underlying accounts system.
Swordfish Expense Management is designed to alleviate these problems providing a simple interface for expense entry and a automated workflow to manage the coding and approval process. It provides concise management reporting giving clear visibility spend profiles. The system has benefits for everyone. Expense records will never again get lost in the post. Because expense sign-off is controlled through a workflow process involving a daily e-mail exchange, any potential problems with unauthorised approvals are prevented. Further, employees no longer need to concern themselves with expense coding; that too has been automated. The finance department ensures costs are allocated to the correct accounting areas. Swordfish Expense management can be integrated with the Client's underlying accounting software to provide a complete solution.