Watch our video to see how ABBYY FlexiCapture for Invoices can automatically export to Intuit QuickBooks Pro to create a bill including line item details and vendor information. Eliminate manual keying of data by AP analysts to allow them to focus on their core business functions rather than data entry.
Hello. I’m going to show you how to automatically process invoices, also known as bills, into QuickBooks Pro. Let me show you a couple of the invoices we will process today. Just a couple of things to note is that they do not look similar. They are different formats. They have a little bit different detail on them that we want to capture. So there’s our first one, and here’s our second one that we will process today during this demo. And what we’re going to do is simply just drag and drop these into our software.
Now, what the software will do … it will automatically read the details off of the invoice. It will do a comparison into QuickBooks to make sure that we have the correct vendor and that we have the correct purchase order information if we so desire to do that comparison. So let’s take a quick look at these. On the left of the screen you’re going to see what the software grabbed, what details it found on the invoice. And on the right, you’re going to see just a copy of that invoice for us to do a review against.
Let’s start at the top. Here, you’re going to see the invoice type. Now, the software is smart enough to know that there could be an invoice or a credit note, so it knows that this one is an invoice. You can see it’s an invoice by this invoice word here. There’s a business unit found on the software as well as a vendor. Now, the vendor … it will do a comparison into QuickBooks, and it will look at all of our vendors and say who, what address, name, the details on this invoice match a vendor in our system.
We can see it also captured invoice number and date and the invoice total, and what it did is it did a lookup into all of our purchase orders and found the purchase order that was associated with this invoice or bill. And it did a comparison here, and it found that the total was … is matching what is on the invoice, and therefore, it will allow us to process it. Now, if that was not matching, it would actually flag us and not allow us to process that until that was resolved. But since this one’s good and our line item detail information was captured as well, we’ll move on to our next invoice and do just another quick comparison.
It’s also an invoice, not a credit note. It found the internal business unit. It did find another vendor here. We have an invoice number, an invoice date. We have our amounts, and once again, we do have another purchase order that we’re processing up against, and our total, once again, matches that as well. And we can find our line item detail here, as well.
So what we’re going to do is we’re going to export these into QuickBooks Pro. Okay. Now that that is completed, we can actually open up our QuickBooks application, and what we’re going to do is run a report on our accounts payables. When we run this report, we can see that there are two transactions, which matches the two invoices that we just submitted into ABBYY FlexiCapture. So we can edit this transaction and do a review of it, and we can see on this bill who the vendor is, all of this information provided by our software, what the reference number was, also known as the bill number or the actual invoice number from the vendor. We can see the totals, and neat of all, we can see all of our line item detail here, as well.
Also, if we so determined to look at this invoice and wanted to just reference the actual document itself, we can hit our vendors menu and say, “Open this invoice attachment.” And you’ll see right here, that’s exactly what I did. It opened a PDF copy of the invoice, and we can now reference that and do a review, and we have an audit trail and history of that. What we’ll do now is take a look at our other transaction that we submitted, and you’re going to see that it’s very similar to what you just saw.
We have our vendor information, our reference details, including dates, reference number, our totals, and then we have our line item details. And once again, we can look at the actual document by hitting our vendors’ open invoice tab, and we have our document here in front of us. So this is a very neat, clean, and efficient way to process incoming bills into our organization, keep an audit trial of both the data and the document. This will save you a lot of time and money, and please contact us to learn more.
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