Simplify your month-end processes

Drastically reduce the cost of processing supplier invoices by up to 80% with AP Automation

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How it works

Say goodbye to lost invoices, accounting mistakes, suspended accounts, and avoidable overcharges.

Invoice received

Suppliers email their invoices directly to your SmartOffice email account

Data Automation

All information is automatically extracted from your suppliers invoice

Accounts updated

Your accounts are updated, statements reconciled and all files stored securely

Trusted by all types of businesses

Three Way Matching

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Speed up invoice approvals and processing

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Automatically cross-check purchase orders, invoices and goods receivable notices

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Automatically approve invoices that meet criteria

Statement Reconciliation

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Reconcile suppliers with processed invoices in one click

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Missing invoices immediately requested automatically

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Receive alerts for any discrepancies found.

Elevate SmartOffice suite with Debit Note

Say goodbye to credit management chaos! Seamlessly record, track, and manage everything in one system. Keep your credit notes, POs, invoices, and all documents perfectly organized with full history and audit trails. Simplify your finances with this all-in-one solution!

Nominal Ledger Coding

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Apply custom rules and coding

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Automatically code based on supplier, line item, or PO detail

Price Watch

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Automatically monitor invoices for price changes

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Highlight price increases for review

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Check line item prices instantly with just one click

No more manually processing and reconciling suppliers invoices.

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Features & Benefits

Turning mundane tasks into streamlined automated efficiency

Store & Search

Securely stores all invoices for 7 years with advanced search functionality.

Intuitive Dashboard

Our user-friendly dashboard provides real-time insights into your invoice approval process, ensuring full visibility.

Document Tracking

Easily monitor invoice approval status, providing detailed tracking of approval processes.

Delivery Confirmation

Ensure accurate deliveries with our delivery confirmation feature, resolving issues with supplier shortages with ease.

Multiple Logins

Manage multiple company accounts effortlessly with our convenient multiple login feature.

Drastic Savings

Enjoy significant savings in time, money, and effort by automating invoice processing and reconciliation.

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The process is streamlined, more secure and future proof. We don’t misplace invoices as everything is electronic and everything is timestamped, so we know who approved what and when. We’ve also been able to remove twelve boxes of old invoices! Aideen Greene Financial Controller, Label Tech.

The beauty of dealing with a company like SmartOffice is that systems can be tailored and scaled to focus on our size of industry. The construction industry regulations are constantly improving, and we believe that in the future it will be a requirement to provide lot number traceability for all critical materials/products used. Smart Office is a simple, more cost-effective approach for our industry type. Annmarie Crinion EQHS Manager, GCR

We chose SmartOffice because they have a very highly customisable product that suited our needs. We needed something that wasn't just out of the box, it was a product that could be customised to our needs. So, after a lot of due diligence on the different options, that’s the one we chose. Brendan Mulcahy Financial Controller, Hunt Office

Questions? We have answers.

What is AP Automation?

Accounts Payable (AP) Automation revolutionises the traditional AP process by digitising and automating tasks such as printing and mailing paper invoices, matching to purchase orders and goods receipts notes, as well as supplier statement reconciliation. This modernisation accelerates payment cycles, enhances reconciliation accuracy, and fortifies defences against fraudulent activities. By embracing AP automation, organisations can not only save on costs but most importantly, reallocate resources to more value-generating tasks.

Does my supplier need to do anything?

The only requirement on your suppliers is they send their invoices, credit notes and statements to your dedicated email address.

Can the solution scale with my business?

Yes, the SmartOffice platform is designed for businesses of all sizes. We have Micro Companies, SME’s, Large Enterprises and Public Sector departments using our software.

I run a small business, is AP Automation for me?

Small businesses often have limited resources and personnel, making manual processes more burdensome. AP automation streamlines these processes, freeing up time and resources that can be better allocated to growing the business.

AP automation is a viable and beneficial solution for any sized business. Removing manual processes reduces errors and saves time. An SME’s payment process needs to be able to grow as the business grows. AP automation processes are scalable, while manual processes typically require additional hires.

What happens to our existing accounting software?

It stays the same…but different. It gets superpowers! Our AP automation software will seamlessly integrate with your existing ERP. Once integrated, the automated AP platform will receive information from the ERP, such as active vendors, purchase orders, and invoices and will be able to automatically post transactions to your ERP.

Will I lose some control over payments with AP automation?

No. You will actually gain more control over your payments with AP automation.

An automated AP system gives you full visibility of the invoice activity 24/7, which is greater access than manual handwritten ledgers, excel sheets or limited access finance software. In addition, workflow and approval processes are enhanced and can be executed from anywhere. You have better control over cash flow and timing of supplier payments that allow you to maximize early payment discounts wherever possible.

How many users can I have?

Unlimited users!

All FAQs

Stop wasting your time!

Say goodbye to tedious manual tasks and automate your file processing for a seamless workflow.

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