Digital Mailroom for Accounts Payable
Eliminate manual tasks, speed up invoice processing, and reduce errors with our Digital Mailroom solution.
Trusted by Leading Companies for Seamless AP Automation
How Does An Accounts Payable Digital Mailroom Work?
We Receive Your Invoices
We collect all of your incoming invoices at our secure facility.
We Sort & Organize Your Invoices
Your invoices are sorted and exceptions are handled properly.
We Digitize Your Invoices
Your invoices are digitized and reviewed for accuracy.
We Deliver Your Data Digitally
Your documents and data are uploaded & routed automatically.
Is an AP Digital Mailroom Secure?
Committed to Top-Tier Security Standards
Your data’s safety is our priority. Our certifications and advanced security measures demonstrate our unwavering commitment to protecting your information at every stage of the digital mailroom process. From secure mail receipt to digitization and data delivery, we ensure the highest levels of compliance and confidentiality. Whether handling sensitive documents or critical business communications, you can trust us to safeguard your data with precision and care.
Accounts Payable Invoice Scanning
Manual data entry and filing invoices are side effects of not using best practices for your invoice approval and accounts payable processes. Eliminate time spent searching for and entering information off your invoices and automate your entire accounts payable process. Recordsforce creates a scalable solution for getting your invoices boarded into your accounting system and approval workflow. Our team handles all the invoice collection and data entry tasks so your team can focus where they are needed most.
What is an Accounts Payable Approval Workflow?
Recordsforce’s Accounts Payable Workflow eliminates the inefficiencies of manual invoice processing by automating every step—from receipt to approval. Invoices are securely routed to the right users, moving seamlessly through your approval process with automated prioritization based on your specific criteria.
Gain full visibility into each stage of your workflow with real-time tracking, ensuring faster processing, enhanced accuracy, and greater accountability within your AP operations. Accelerate approvals, reduce bottlenecks, and take control of your AP process with Recordsforce.
Accounts Payable Shared Services
Having a Shared Services capability allows your company to combine the AP departments of multiple operating entities or even separate business units into a single layer AP Shared Services Center. Recordsforce provides outsourced invoice processing with a turnkey solution that enables your Shared Service Center to immediately take over the invoice processing for multiple separate AP groups, while improving the efficiency and accountability of invoice approvals and payments.
Automate Your Accounts Payable Workflow
Say goodbye to manual data entry and slow approvals. Our Digital Mailroom for AP streamlines invoice processing, reduces errors, and boosts efficiency with these key features—so you can focus on what matters most.
Automated Data Capture
Seamless ERP Integration
Real-Time Tracking
Secure Cloud Storage
Customizable Workflows
Accounts Payable Case Study:
A large physical rehabilitation organization with over 50 locations was struggling with their invoice processing. They had a manual AP process that kept leaving them with lost and misplaced invoices, as well as an inefficient way to share, review, store and manage their invoices. Recordsforce created a Shared Service Center for all of the locations. We collected and boarded their invoices into our workflow solution. We helped the organization to eliminate their paper and manual processes, while improving their accuracy and approval/payment process.
AP Digital Mailroom Frequently Asked Questions
What types of accounts payable documents can Recordsforce process?
Recordsforce can process invoices, purchase orders, vendor statements, credit memos, payment remittances, expense receipts, receiving documents, and other AP-related correspondence. Documents are digitized, indexed, and delivered into your accounting system or approval workflow for faster processing.
Can Recordsforce integrate with our ERP or accounting software?
Yes. Recordsforce can securely deliver invoices and extracted data into your ERP, accounting software, document management system, or workflow platform through secure file transfer, APIs, or customized integrations. This helps automate invoice processing without disrupting your existing AP workflows.
How does an automated AP workflow reduce invoice approval delays?
Invoices can be automatically routed to the appropriate approvers based on vendor, department, location, cost center, purchase order, or other business rules. Automated routing reduces bottlenecks, provides real-time visibility into invoice status, and helps ensure invoices are approved before payment deadlines.
How does invoice scanning improve the accounts payable process?
Invoice scanning eliminates manual data entry by converting paper invoices into searchable digital records. Combined with automated data capture and workflow routing, AP teams can process invoices faster, reduce errors, improve visibility, and shorten approval cycles.
Can invoice data be automatically captured and indexed?
Yes. Recordsforce can extract key invoice data such as vendor name, invoice number, invoice date, purchase order number, invoice amount, and other custom fields. This information is validated and delivered with the scanned document to reduce manual keying and improve accuracy.
How can an accounts payable digital mailroom help organizations with multiple locations?
Recordsforce can centralize invoice processing for multiple offices, business units, or shared service centers. Instead of each location handling invoices independently, documents are processed through one standardized workflow, improving consistency, visibility, and operational efficiency across the organization.
Sysco
“Being in Human Resources, we need to keep any past employee’s records permanently. Without Recordsforce, I would be swimming in paperwork.”
-Ludeen Maguy
Grow Therapy
“Recordsforce has been an incredible partner and helped optimize our mail workflows. Highly recommend!“
-Sean Reiff
Boston Celtics
“Since we started using Recordsforce, finding our documents is faster than a fast break.”
-Andrew Rice
Why Choose Recordsforce?
Performance
State of the art scanning technology & highly trained and experienced staff.
Accuracy
Strict quality control process ensuring the highest of accuracy.
Commitment
We operate within a secure SSAE-18 SOC II Compliant facility.
Experience
We have over 20+ years of document scanning & management experience.