Quickbooks Accounts Payable

Quickbooks is software that helps you manage your accounts payables and receivables. With more than 4.5 million subscribers across the globe, Quickbooks is one of the most trusted offerings for managing accounts payable in the world.

Management of accounts payable is important because it determines the financial health of your company. Having a thorough understanding of what is being spent, and when, gives you the ability to manage cash flows the best way.

Why Automate Accounts Payable?

Accounts Payable has been a fundamental part of business for time immemorial. The acquisition of any goods or services would demand the invoice payment procedure. However, a study in 2020 showed that close to 72% teams spend more than 10 hours each week completing tasks like manual data entry, which can largely be automated. On top of this, 37% CFOs in the same survey reported lower levels of fraud because of digital auditing, and another 34% stated increased visibility into cash flow trends of the business.

So what are the problems caused by manual processes?

High Cost of Invoice Processing

According to a report by Levvel.io, the cost of processing a single invoice manually can be as high as $15. Beanworks notes that if the same task was to be automated, the costs could be brought down to $2.9 or less. While this might not sound like a large number, considering that the average AP worker processes more than 10,000 invoices per year, the savings become apparent.

Scaling Manually

Manually entering all of this data into platforms is manageable for smaller businesses which may have a small number of invoices. With 57% organisations still using manual processes for data entry, the cost, processing time, and rate of error have increased. In fact, Levvel.io cites missing or incorrect information as one of the leading causes of delayed payments, with 42% respondents presenting it as a concern.

The inevitable conclusion is slowdown in invoice processing, strained vendor relationships, and a lot of time and effort spent on something that does not generate tangible value for the organization.

Higher Error Rates

Exceptions, or errors increase as the amount of human intervention increased. In the case of accounts payable, these errors can cause a wide range of worries – payment without delivery, double payments, fraudulent purchases, etc. A recent report by Ardent partners quotes nearly 50% accounting professionals stating that this is a major problem, and one that can largely be solved with accounts payable automation.

Benefits of Using Accounts Payable Automation

Invoice Matching Workflows

With Accounts Payable Automation, you can quickly create invoice matching workflows, which enable you to remove the concern of fraudulent invoices, and with workflows such as two or three way matching, you can ensure that you are not paying more or less than was expected. This is a prevalent problem, with a JP Morgan report suggesting that close to 74% organisations in 2020 were targeted with some form of payment fraud. Fortunately, with AP Automation there are more checks and balances to ensure that fraudulent invoices are not processed.

Simplified Auditing

When you have a single repository for all payments related data, auditing becomes a breeze. As quoted earlier, almost 34% people surveyed by Censuswide stated that using AP Automation had given them significantly increased visibility into their spending trends, along with a complete and easy to navigate digital trail of documents.

How do I enter accounts payable in Quickbooks?

Many of the invoices actually received in real world systems are PDF files. There are several accounts payable automation software available, but a lot of the data needs to be input manually. We’ve already highlighted how manual data entry can cost you several man-hours and inconveniences when you try to do it at scale. Let’s now discuss how we can overcome this problem.

At Nanonets, we build tools for automated data extraction from documents. If you want to understand the underlying technology behind it, here is an article that will help. For the purpose of this discussion, it is safe to assume that Nanonets will be able to capture all the relevant data points and send it directly to your Quickbooks account, all you have to do is send us the PDF.

Setting up your Nanonets Account

Nothing complicated here, head onto the Nanonets signup page and either login with your Google ID in one click, or sign up with your work email. Once done, you will automatically have access to our Invoice Processing Pre-Built extractor, which is capable of processing over 20 different pieces of unique information from invoices, including table based data.

Just go to the new models section, and choose the Invoices Pre-built extractor.

Invoice Processing

In the model, under extract data, go to the extract data tab.

Click on upload files, and add the files you want processed.

And voila! All the data you required is automatically extracted from the invoices.

On the dashboard screen, you can download the data in any format you like such as CSV, XLSX, etc, or export it automatically to a CRM or AP Automation software like Quickbooks.

Invoice Processing Workflows

Data Verification

Once the data has been extracted, any human can manually verify the information and change it if it was extracted incorrectly. This ensures that no incorrect information creeps into your accounts payable, but at the same time is significantly faster than having to manually enter each of these data points.

To mark the extracted data as verified after making any necessary changes, just click on approve file at the bottom right corner of the screen

Data Validation

Once the data has been extracted, how do you make sure that the information is being validated against some set standards? For instance, how do you ensure that a given invoice number actually exists in your database and is only valid if found there? Nanonets provides a complete suite of options to do this via our Approval Flows.

In Approval Flows, you can add as many checks and balances as you like, and if there is any error, the Nanonets platform will automatically warn you, and will assign a reviewer. Let’s go ahead and create one such flow.

First, we will need to add a review stage, and give it a few rules. We have several options for validation. For now, we are going to perform a basic check: was the invoice_date a valid date?

Next, we add a reviewer who can verify why the particular set of rules was not passed. In this case, demos@nanonets.com will be notified if invoice_date was not in fact a valid date.

Performing 2 Way, 3 Way, or GL Code Matching

In order to perform any form of matching, all you need to do is make use of our “Match Databases” option. This will enable you to connect to a database, and verify if a particular value, in this case the grand_total corresponding to the given purchase order number is the same as the value in the database or not.

In case this validation rule does not go through, you will see an error message in the dashboard when you process a file, and it will get assigned to a reviewer.

Using our custom functions, you can define any kind of validation you want to perform on this.

How to automate Quickbooks Accounts Payable

Add External Integration to Nanonets

As a first step, connect Nanonets with Quickbooks. To do this, click on external integrations on the left hand side menu of the app, and click on add new integration. Choose Quickbooks from the dropdown menu, and Quickbooks will automatically authorise you if you have logged in from the same browser, or will request you to login.

Setup Auto Export from Model

Next, go to the model you want to integrate with Quickbooks. Choose the relevant line items against each data point being extracted, and choose the method of insertion.

That’s all you need to do! From now on, whenever Nanonets processes a given file, the data will be sent directly to Quickbooks

Conclusion

Accounts Payable Automation is a critical challenge for many businesses, and an important one too, as highlighted in the above sections. One of the main issues still plaguing the process is the sheer volume of human effort and time spent in performing it.

Quickbooks helps automate a majority of the processes, but in real world situations where invoices are often not generated electronically, or are generated electronically but still need to be processed manually, processing at volume is a bottleneck. Nanonets helps you perform this with zero manual intervention, and speeds up your accounts payable automation.