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.
A digital invoice is an electronic version of a paper invoice, obtained by scanning or photography. It retains the visual format of the original invoice but does not contain any structured data that can be automatically used by management software. Unlike an electronic invoice (issued directly in compliant digital format such as Factur-X, UBL or XML), a digital invoice does not offer automation and must be processed manually or via an OCR (Optical Character Recognition) system to extract its data.
The dematerialization of supplier invoices makes administrative management faster, more secure and more cost-effective. It reduces the use of paper, eliminating printing and storage constraints, and automates processes from issue to archiving. Productivity gains are significant thanks to automation, reducing human error and speeding up invoice validation. Costs are cut by 50-75% on printing and mailing, and traceability is enhanced, facilitating transaction control and non-payment management. Compliance and security are improved, with greater respect for regulations and data security. Integration with ERP systems enables real-time updating of financial data and centralization of invoices. Relations with suppliers are improved thanks to faster payments and simplified access to documents. Finally, dematerialization contributes to an ecological approach by reducing the company's environmental footprint.
Orchestrade® is an advanced digital platform that optimizes the management of business processes and commercial documents. Designed to facilitate exchanges between partners and collaborators, it offers a collaborative, flexible and scalable solution. Thanks to its BPMN 2.0 engine, Orchestrade® enables business flows to be modeled and automated, guaranteeing smooth process execution. Its customizable B2B portal centralizes documents, facilitates tracking and enables real-time data sharing. With its omnichannel approach, the platform integrates and distributes documents via various channels, while being multi-system and multi-protocol, ensuring compatibility with market software. Finally, Orchestrade® is scalable and adaptable, enabling business processes to be optimized and extended without impacting existing architecture, guaranteeing a smooth transition to digitalization. Orchestrade® is a complete solution for centralizing, automating and securing your company's document management, while improving collaboration and productivity.
What solutions are there to digitize and process my paper invoices? With Orchestrade®, document digitization automates the processing of paper invoices and their integration into your ERP. You have two options: In-house scanning: You continue to receive your paper invoices, scan them, and Orchestrade® takes care of data extraction and automatic integration into your system. Complete outsourcing: A dedicated postal address is provided to receive your invoices. The partner service, included in the Orchestrade® offer, takes care of opening envelopes, scanning and transmission to Orchestrade for data extraction and integration into your accounting tools. With these solutions, paper invoice management becomes faster, while you wait for the widespread introduction of electronic invoicing.
For a dematerialized invoice to be legally valid, it must respect three fundamental principles: authenticity of origin, integrity of content and legibility. These criteria guarantee that the issuer is properly identified, that the data has not been altered, and that the invoice remains available for consultation at all times. To ensure compliance, it is essential to use a Partner Dematerialization Platform (PDP), which guarantees compliance with legal obligations and tax standards, as well as the secure transmission of invoices. Invoices must be issued in a regulated format (Factur-X, UBL, CII) and stored in a secure archiving system for 10 years, guaranteeing their integrity and accessibility in the event of an audit.
Orchestrade® is a comprehensive, secure platform that optimizes supplier invoice management while guaranteeing compliance, flexibility and seamless integration with your information system. It covers all purchasing and sales processes, from Purchase to Pay to Order to Cash, and integrates banking and accounting synchronization. Its advanced security is based on strict standards, including ISO 27001 certification, data encryption, double authentication and legal archiving in compliance with current regulations. With its customizable business workflows, adaptable KPIs and tailor-made interfaces, Orchestrade® adapts to the specific needs of each company. Its pricing model based on actual consumption makes it a cost-effective solution. Last but not least, the platform is ergonomic and collaborative, making it easy to share data with partners, and integrating seamlessly with your ERP, accounting, banking and customer and supplier repositories.
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