Dematerialization of Supplier Invoicing – Purchase
Maximize the benefits of digital transformation by dematerializing all your supplier invoicing. The solution offered by Artéva optimizes your processing workflows and ensures cost reduction, regulatory compliance, and a significant improvement in the traceability of your purchase invoices
What is the dematerialization of purchase invoices – suppliers ?
The dematerialization of purchase invoices – suppliers primarily involves converting invoices into digital data that can be directly integrated into your ERP or accounting software. No more re-entry! This core function can be complemented by a range of essential features to optimize your processing workflow: management of multiple acquisition sources, invoice centralization, validation process, matching with purchase orders, and creation of payment orders. This helps reduce processing costs, improve traceability and security of financial transactions, while ensuring full regulatory compliance of your purchase invoices.
The benefits of dematerializing supplier purchase invoicing
The digitization and automation of supplier invoice processing optimize your Purchase to Pay process.
Achieve financial savings by automating data integration
Manual entry of purchase invoice data is replaced by automatic integration into your accounting software or ERP, without any re-entry. Freed from this lengthy and tedious task, your teams can focus on invoice verification.
Strengthen relationships with all your suppliers
Automating the dematerialization of your supplier invoicing will optimize your communication with them, prevent re-entry errors, and ensure secure payment deadlines.
Reduce the workload of your teams
This improvement in human resources allows for innovation and business expansion. Teams can focus on high-value-added activities.
Increase the reliability and profitability of your services
Reducing human data entry errors and associated disputes saves time in invoice processing and speeds up transactions.
Ensure regulatory compliance of your supplier invoicing
This transition ensures the preservation of transparency and the security of financial transactions while adhering to regulatory obligations.
To experience these benefits in action
Reach out to our experts to discuss your invoice dematerialization projects.
Orchestrade®, a digitalization solution for the Purchase-to-Pay cycle
Our Orchestrade® supplier portal goes beyond your supplier invoice dematerialization project. We provide you with a collaborative portal to automate your entire Purchase to Pay process.
This dematerialization of purchase invoices simplifies and accelerates the processing workflow, reducing manual tasks. It increases reliability, decreases data entry errors, and strengthens relationships with your suppliers, regardless of their size or the method of invoice transmission.
Digitalization through a dedicated portal simplifies communication with your suppliers. This solution allows them to update their administrative and financial information, access contracts and purchase orders, submit their invoices, track processing statuses up to payment, and manage disputes.
The solution eliminates time-consuming tasks such as updating the supplier database, entering invoices, matching purchase orders to invoices, and communicating payment statuses. Your teams can focus on higher-value tasks.
Our electronic invoicing portal simplifies your supplier interactions
The B2B Orchestrade® platform meets all your requirements for dematerializing supplier purchase invoices. It allows you to include all your suppliers in your incoming invoice digitalization project, significantly reducing your teams’ workload.
Improvement of supplier referencing
Involve your suppliers directly in updating your database: the portal facilitates the collection of administrative, financial, and regulatory information (due diligence, certificates of compliance, etc.). Expiration dates of submitted documents are managed, and suppliers are prompted to update them.
Optimization of supplier invoicing processing
The management of contracts, purchase orders, and commitments enables the platform to perform a comprehensive range of pre-validation checks, which can also be supplemented by specific business rules. Your suppliers can be involved in this process to correct any missing or incorrect information.
Sharing payment statuses and managing disputes
Suppliers can track the progress of their invoices until payment is made. In case of a dispute, the supplier is notified, and communication can be established through the portal.
Multi-format acquisition of supplier invoicing
Because your suppliers vary in size and technological maturity, the portal supports all methods of transmission (entry, upload, email, or EDI) and all types of formats:
- EDI, XML UBL or CII, other structured formats
- Factur-X
- Simple PDF or signed PDF
- Image PDF
- Manual entry
Everything You Need to Know About Supplier Invoice Dematerialization
In this FAQ, explore all the essential questions that will guide you through the world of electronic invoicing with your suppliers.
The term "digital invoice" refers to the dematerialized version of a traditional invoice, encompassing both a digitized paper invoice and a bill generated directly in digital form. This includes any financial document issued and processed electronically, whether it is converting a paper invoice to a scanned version or creating an original invoice in digital format. Thus, the concept of digital invoice covers a wide range of practices related to the use of electronic means for invoicing.
The digitization of documents, especially the transition to electronic invoicing, offers several advantages. It significantly reduces the amount of paper by scanning all company documents. This reduction translates into a significant time savings in administrative management, as the electronic invoice eliminates the need to handle paper, simplifying all steps of the process from editing to sending and archiving, which are now achieved with a few clicks. In addition, electronic invoicing reduces the costs of issuing invoices by 50 to 75%, eliminating the printing, sending and storage of physical invoices, which results in significant savings on consumables, and reduces the environmental impact of invoicing. It also improves control over the billing process, facilitating more rigorous document tracking and simplifying the recovery of unpaid invoices and sending reminders to customers.
Orchestrade® is an advanced digital platform designed to optimize your business processes. Process management-oriented, it uses the BPMN 2.0 standard to model and execute business flows, allowing for seamless interaction between your partners and internal and external collaborators. The flexibility of the solution is a major asset: we create a bespoke B2B collaborative portal, tailored to your specific business needs, while providing instant access to digital platforms from your partners already connected to Orchestrade®. Collaborative in nature, Orchestrade® centralizes and manages business documents, allowing detailed processing tracking, real-time sharing of business data, as well as online document entry, reading and download. Orchestrade® is distinguished by its omnichannel approach, integrating and distributing documents across multiple channels, and connecting to multiple partner platforms. The solution is also multi-system and multi-protocol, compatible with various market software and data formats. Scalable, this platform allows you to optimize or expand your business processes without questioning your B2B portal, ensuring a continuous adaptation to your digitization projects.
For the processing of your paper invoices, Orchestrade® offers two options: You can continue to receive and scan them, then Orchestrade will take care of the data extraction and integration into your ERP. We can provide you with a dedicated mailing address and manage the entire process of paper invoice processing, from opening envelopes to integration into your systems.
Electronic invoicing is mandatory for all B2B transactions subject to VAT in France, with a receipt obligation for all companies, followed by an obligation to issue until 2025 depending on the size of the company.
Orchestrade® covers all purchasing and sales processes, from Purchase to Pay to Order to Cash, as well as banking and accounting synchronization. Secured by cutting-edge measures such as ISO 27001 certification, encryption, double authentication and legal archiving, it guarantees the protection of your data. It offers advanced customization with tailor-made business workflows, adaptable KPIs and proprietary interfaces, while being economically advantageous thanks to a pricing model based on actual consumption. Ergonomic and collaborative, it facilitates the use and sharing of data between partners. In addition, Orchestrade® integrates seamlessly with your existing information system, including ERP, accounting, banking management, and customer, supplier and product repositories, making it a complete, secure, customizable, economical, user-friendly and well-integrated solution.
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