Automation provides faster, more accurate information.
Better workflow management improves team productivity.
Our office in China means around-the-clock operations - we are always working.
Automatic approval of invoices and other working items
If a charge is expected, it is passed through the system without human intervention for immediate payment.
The system is intelligent and, using EBAA (Expectation-Based Authorization Audit) rationale, it will learn what charges are expected.
The intelligent system will automatically code the GL / cost centre / division.
Using EBAA, the coding for working items (invoices; credit notes; payment instructions etc.) is learned.
Multiple-levels of workflow and approvals speeds up the entire process
Automatic approval and coding of working items is provided not only to a single-level (e.g. AP analyst), but also to multiple levels of management.
More accurate processing
Automated processes eliminate human errors.
Powerful Smart Alert System
Ensures you are aware of any and every exception and helps avoid expensive, after-the-fact damage control. Alerts are configurable to your needs, but some commonly-used alert criteria are already available in the system. Alerts can be sent by text, email or through the system to meet the users' requirements.
No duplicate invoices or charges
Intelligently checks against a variety of criteria to make sure this invoice or charge has not been received before.
Automatic verification of data against PO
System checks data against PO (if one exists) to validate that the data is correct.
Regular expected invoices that are missing are identified
System is intelligent and can recognize when an expected invoice has not arrived.
Better business support tools
Review and verify invoices.
ap keeper gives you valuable reference data that is easily accessible (e.g. PO; previous invoice; attached document or note; outstanding balance; contract # etc.).
Faster review and easier verification
You can do more reviews, or implement new verification procedures that were not performed before, and therefore, discover more overcharging or invalid charges.
Apply more verification controls on your suppliers and their charges.
Provides powerful analytics and information to decision makers.
Reports are designed using Flash (not HTML) for greater security and better graphics.
Enforcement of corporate policies
ap keeper's workflow management controls
System leaves an audit trail for every process and action.
Ensures proper approval is obtained before an invoice is paid.
Mandatory validation and verifications are performed before an invoice is approved.
Users' access controlled by authority level defined by customer.
All items are converted to electronic format and automatically centrally stored.
Information is accessible by authorized people from anywhere at any time. No more searching in filing room and cabinets, photocopying or inter-office mail.
All invoices (any source, any format), payments, credits, etc., are a few clicks away.
System automatically archives information; No more manual filing.
Image of original invoice is also stored.
Complies with all government regulations.
Paper invoice storage available
If you want to keep paper copies of documents, we can store them, or provide them to you for storage.
Documents are stored in indexed boxes for easy retrieval.
Easy integration with accounting software
Fully integrated with major systems
Easy and risk free implementation
Trial system set-up
You can trial ap keeper with your own data to make sure you are comfortable with the system, prior to finalizing agreement.
We set up the whole system
You just come and use the service
No development; No IT work; No project; No capital expense
We work with your vendors (with your authorization)
All invoices re-routed into the ap keeper system
In the transition period, use either system
Process the invoices in the old system or in the new system
No doubled effort.
Automation enables your staff to work on higher productivity undertakings
All receiving, filing, inquiring, handling, scanning, loading work are done by ap keeper services
ap keeper covers and removes most low productivity work
Most GL coding is done automatically by ap keeper
Most fixed, regular, verified and expected invoices are processed automatically, and not handles by humans
Staff can focus on the AP issues that require knowledge and decisions.
Integrated and Seamless Team Collaboration
Powerful search capability
Anyone, with appropriate access to the system, can find any information (even from several years ago) with a few clicks in seconds.
Reference information, notes and attached files are linked to the source data. Great for auditors.
Automatic re-routing of work to cover for absence and vacations
Advance plans can be made to balance workload.
Team communication is directly linked to the working items (vendors, accounts, POs, invoices, credits, disputes, payments, notes etc.)
All the communication is done inside ap keeper. No need to download and attach the working items to an email in order to send to co-workers; or download a reference file sent by a co-worker and then upload it again to the system (because the co-worker will directly upload the reference file in your conversation); or copy/paste emails to the system (your conversation is kept with the working items).
Uploaded files and all conversations are kept and linked to the working items for the future, or for authorized co-workers to reference.
Making announcements and/or leaving instructions for upcoming items (invoices, credits, etc.)
Leaving notes and instructions for colleagues is easy (even if the working item is not there yet).
Better productivity management and quality control
Advanced analytics using KPIs and Dashboard monitoring at individual and team level
Allows management to see what is happening in the department and make appropriate corrections.
Managers and team members have real-time view of team's and individual's daily work to be done and percentage progress in number of items as well as amount of items.
All past due and near past due items are clearly marked and alerted.
Waiting time are recorded and analyzed.
All working items are organized in user's workspace - categorized and prioritized
Clearly shows what items are waiting for processing.
Staff feel more valued
AP staff perform more intelligent work; make business decisions
No simple data entry.
No endless phone calls from vendors or from other departments.
Rapid increase in productivity
Advanced search features
Reduces time looking for documents.
System is easy to transition into and has 24/7 support
Very easy to use.
Minimal training is required.
Operations can be performed from anywhere
7/24 cloud-based service let you do your work at anytime from anywhere.
You may perform lots of daily operations through your smartphone or tablet.
Provide better support to other departments
All information is a few clicks away
You can promptly supply needed information to your partners.
Give tailored access to other departments (such as Purchasing, Auditor or Controller)
They can get needed information directly from ap keeper, which is quicker and more suitable to their needs
BETTER VENDOR RELATIONS
Vendor Portals greatly improve communications
Vendors can view invoice status and payment status 24/7
Phone calls greatly reduced.
Easier inter-company communications
Closer and easier collaboration with vendors through a dedicated portal regarding missing invoices, charge clarification and supplying additional supporting information, late payment, disputes, account balance, etc.
Automated communication with vendors about invoice status (missing, delay, inquiry, requesting additional information) helps reducing frustration and improving cooperation
Powerful dispute management system
Auto send and follow up with vendors
Client/ vendor can communicate directly through portal
Convenient invoice uploading
Invoice can be submitted online through vendor portal
Vendors can update their own contact information directly
Reduces the possibility of errors
Vendors can offer flexible payment terms and receive early payment
Vendors can request an earlier payment by offering an early payment discount through vendor portal
Vendors can interact with client on payment terms on an invoice-by-invoice basis
Vendors do not have to change their invoicing procedure
ap keeper accepts any type of invoice, including paper
Easy to do business with
Industry-specific content/data for telecoms
ap keeper links with specified data for Telecoms (including minutes; circuits etc.).
System understands industry, which makes the system easy to use for client and vendor
Cash flow and payment discount benefit
Corporate cash flow improves because you can precisely control when you pay your vendors.
Operations cost is lowered by 30% to 50%
Automation and elimination of a large volume of low productivity work lowers costs
Provides opportunity for client to generate additional revenue
Dynamic Discounting gives vendors ability to offer additional discounts in return for earlier payment
Never miss an early payment discount opportunity
Faster processing and appropriate alerts means you will always be advised of early payment discount opportunities.
Avoiding Late Payment Charges (LPC) reduces costs and improves cash flow
Alerts means you will always be advised of potential late payments
Alerts can indicate if an invoice is close to payment date or if an invoice held up in system.
ap keeper communicates with vendor
Invoice administration monitors, and advises vendors, of missing invoices.
System keeps track of correspondence to ensure any LPC is waived.
Contribute more without increasing staff
ap keeper handles most of the low productivity work; staff are focused on those invoices that require AP decisions
Departmental productivity can be greatly increased
No major initial investment
No requirements for additional hardware or software
It is a cloud-based service paid monthly
Risk free implementation
No significant demands on IT's time
IT can be involved as they are required to be
No systems development
Reduce cost by paying invoices directly from Bank via ap keeper