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Accounts payable and receivable processing

Automatically processes incoming invoices and bills through OCR extraction, approval routing, and payment scheduling while updating accounting records. Reduces manual data entry by 80% and ensures timely payments with proper approval controls.

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Workflow Trigger

Invoice or bill document received via email or document upload

Visual Flow

Each node represents an automated step. Connections show how data and decisions move through the workflow.

Step-by-Step Breakdown

Detailed explanation of each automated stage in the workflow.

  1. 1
    Trigger

    Invoice Document Received

    New invoice or bill document arrives via email attachment, client portal upload, or direct scanning. Document is automatically captured and queued for processing.

    CanopyEmail
  2. 2
    Action

    Extract Invoice Data

    OCR technology extracts vendor information, invoice amounts, due dates, and line items from the document. Data is validated against vendor master file.

    CanopyOCR Engine
  3. 3
    Decision

    Route for Approval

    System determines approval path based on invoice amount and department codes. Routes to appropriate manager if over threshold, otherwise auto-approves routine expenses.

    Workflow EngineApproval System
  4. 4
    Action

    Create Accounting Entry

    Approved invoice data automatically creates accounts payable entry with proper GL coding. Vendor record is updated with new transaction history.

    QuickBooksXero
  5. 5
    Action

    Schedule Payment Processing

    Payment is scheduled based on terms and cash flow requirements. Early payment discounts are automatically calculated and applied when beneficial.

    QuickBooksXeroBanking Integration
  6. 6
    Action

    Update Client Records

    For client reimbursable expenses, charges are automatically posted to client accounts with proper markup and billing codes applied.

    CCH AxcessKarbon
  7. 7
    Output

    Generate Processing Reports

    Comprehensive reports showing processed invoices, approval status, payment schedules, and any exceptions requiring manual review are generated and distributed.

    Reporting DashboardEmail

Outputs

  • Processed and coded invoice entries
  • Scheduled payment queue
  • Client billing updates
  • Exception reports for manual review

Key Metrics

  • Invoice processing time reduction
  • Payment accuracy rate
  • Early payment discount capture
  • Manual intervention percentage

Tools & Integrations

OA

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