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ryan-tatumhomes
Level 1

Accounts Payable Workflow Invoice Approval Software

We use QuickBooks Enterprise Solutions Desktop - Contractor 21.0

 

Does anyone know of a good AP workflow automation software that installs locally and stores invoice images locally? I have looked at Bill.com, Centsoft, Stampli, MineralTree, AvidXChange, Beanworks and all have fallen short of what I am looking for.

 

I am used to software like Sage Paperless and Timberline Paperless

 

This is my preferred process (all performed inside AP software)

  • Scan in batches of invoices into AP Software (one file)
  • Go through & quickly separate the batch file into individual invoices (typically by just clicking the spacebar)
  • Switch to coding screen
  • Code invoices and then click submit
  • Then various rules are automatically ran in background to assign approvers based on job #, vendor #, Invoice $$, etc.
  • Invoice then routes through all levels of approvals
  • Once highest level of approval has been completed, then invoice is ready for payment

 

Below is a list of problems I ran into with the above listed providers (bill.com, stampli, etc.)

  • Not able to automatically route based on project manager assigned to job
  • Only registered "users" of AP software can see images of invoices when clicked within QuickBooks Desktop
  • Cannot upload batch pdf files with multiple invoices, which we would later tell the AP software where to separate pdf into separate invoices
  • Cannot store images on our own server
  • Cannot pull project manager assigned to specific job in QuickBooks desktop into AP Workflow software and assign as an approver
  • AvidXchange had 24 to 48 hour turnaround, which is crazy
  • No built-in credit card reconciliation module
5 Comments 5
Ryan_M
Moderator

Accounts Payable Workflow Invoice Approval Software

Hi @ryan-tatumhomes,

 

Although I'm unable to point you to a specific app that will work for you, I suggest you view this page: Apps for QuickBooks Desktop.

 

Under Categories, you can click on Business Function, then select Accounts Payable. This will filter out the list of apps you can use for this specific concern. Check the apps, and see which one works for you. 

 

I'll share this article with you: Resolve AR and AP balances on the cash basis Balance Sheet. It's a detailed guide on how you can handle and resolve issues with the Balance Sheet. This is in regards to the total balance of your Accounts Receivable and Accounts Payable. 

 

Post a reply if you have other questions with apps you can use with QuickBooks Desktop. I'll get back to you as soon as I can. 

Fiat Lux - ASIA
Level 15

Accounts Payable Workflow Invoice Approval Software

@ryan-tatumhomes 

Have you explored Billcom?

https:// billcom.grsm.io/qbd

 

Gerald-Platinum Construction
Level 1

Accounts Payable Workflow Invoice Approval Software

Ryan, Just curious if you found an ideal solution to you AP workflow?  I too, am looking to streamline the invoice approval process for all involved based on the assigned PM to the project.  Thanks in advance for any insight.

Rainflurry
Level 12

Accounts Payable Workflow Invoice Approval Software

I have been using Bill.com with QuickBooks Desktop for almost a year now.  We use it in a couple of retail businesses but I can't see why it wouldn't work for your purpose.  You can set up as many approvers as needed and assign specific bills to a specific approver(s).  It has been amazing for cutting down our A/P processing time and it stores all of our invoices (and supporting documentation) so I can't imagine ever going back. 

 

The OP stated that he ran into some issues with Bill.com because it could not handle batch invoice pdf files that could be separated into individual invoices.  That is not true - Bill.com allows you to take a pdf containing multiple invoices and enter them as separate invoices.  They do not have to be uploaded/sent to Bill.com as separate invoices first.  I hope this helps.

webapt
Level 1

Accounts Payable Workflow Invoice Approval Software

Hi, I am looking for a similar solution.

we have QB 2022 premier 2022. And want to setup workflow approvals process within QB. 
do we have to upgrade to a different version and if we do is it function built in?

 

thx

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