End-to-End Automation for Intelligent Document Processing Workflows

Photon Commerce’s intelligent workflows offer a robust suite of business rules that cover every stage of invoice processing, from initial data capture to final reconciliation. These advanced automation rules streamline each phase, allowing you to handle complex invoicing requirements with ease, while ensuring compliance and data integrity across your Accounts Payable and Accounts Receivable processes.

Comprehensive Business Rules for Instant AI B2B Processing

With Photon Commerce’s sophisticated rule-based automation, every document is processed with precision, enforcing a wide range of business rules that eliminate errors and maximize efficiency. Here are additional common rules we offer:

• Duplicate Invoice Detection: Prevent duplicate payments with automated checks that identify and flag duplicate invoices, even when minor discrepancies exist in formats or wording.

• GL (General Ledger) Code Assignment: Auto-assign appropriate GL codes based on invoice contents, vendor type, or purchase category, eliminating manual coding efforts and ensuring financial consistency.

• Payment Terms Enforcement: Automatically calculate and apply payment terms based on vendor agreements, ensuring timely payments that optimize cash flow and reduce late fees.

• Approval Routing and Thresholds: Route invoices through designated approval paths based on amount, department, or other criteria, with automatic escalation if approvals are delayed.

• Discount Capture and Early Payment Discounts: Track and apply early payment discounts for vendors offering incentives, ensuring cost savings without manual tracking.

• Spend Category Classification: Automatically classify invoices by spend category (e.g., office supplies, travel expenses) to enhance spend visibility and support strategic sourcing.

• Line Item Validation: Validate each line item on an invoice against PO or receipt records, detecting discrepancies in quantities, prices, or item descriptions.

• Partial Payment Management: Enable rules for partial payment scenarios, where approved amounts are paid for partially received or partially compliant invoices.

• Invoice Aging and Payment Reminders: Track invoice aging and trigger payment reminders based on customized thresholds, helping maintain good vendor relationships and prevent overdue balances.

• Fraud Detection and Anomaly Alerts: Identify potential fraud with pattern recognition and anomaly detection for unusual patterns, such as vendor changes or unexpected amounts.

• Contract Compliance: Automatically verify invoices against contract terms, including volume commitments, discounts, and service levels, ensuring compliance and flagging discrepancies.

• Multi-Entity Support: Route invoices to the appropriate entity within multi-entity organizations, consolidating workflows across subsidiaries while maintaining clear, separate records.

• Tax Calculation and Validation: Automatically apply correct tax rates based on jurisdiction, invoice line items, or vendor profiles, and verify tax calculations to prevent costly errors and maintain compliance.

• Currency Conversion: For international invoices, convert currencies based on real-time rates and apply conversions directly within workflows, supporting accurate accounting and payment processing.

Streamlined Document Management for Every Detail

Our AI-driven workflows extend beyond processing to fully manage the document lifecycle, offering capabilities to handle the nuances of every invoice:

• Document Archiving and Retention: Automatically categorize and store documents in secure archives, maintaining easy retrieval with compliance to document retention policies.

• Audit Trail Creation: Record every action and change made to documents within the system, creating a complete audit trail for internal and regulatory compliance.

• Data Redaction and PII Protection: Identify and redact sensitive information from documents (such as personal identifiers or bank account details) to protect privacy and comply with data protection laws.

• Role-Based Access Control: Limit access to sensitive information with role-based permissions, ensuring that only authorized users can view or modify specific document details.

• Cross-Department Workflow Integration: Seamlessly integrate document workflows with other departments, enabling automated handoffs between finance, procurement, and compliance teams.

Real-Time Insights and Analytics

Beyond automation, Photon Commerce empowers your team with deep insights into workflow performance, bottlenecks, and financial trends, allowing proactive decision-making that supports growth and profitability.

• Spend Analysis and Cost Optimization: Analyze spend by category, vendor, or department to uncover opportunities for cost savings and strategic sourcing.

• Processing Time Tracking and SLA Monitoring: Track the time taken at each workflow stage and monitor adherence to service level agreements (SLAs) for internal efficiency.

• Exception Reporting and Resolution: Generate automated reports on exceptions, such as unmatched POs or out-of-tolerance amounts, allowing quick resolution before they impact financials.