Drowning in invoices? Discover how ATOPSOL’s invoice management outsourcing saves 20+ hours/month—get a FREE back-office audit today!
The Invoice Management Nightmare: Why Businesses Lose $287k Annually
According to the QuickBooks 2024 Report, 68% of companies acknowledge that their disorganized systems have resulted in missed discounts, duplicate invoices, or late payments. The issue? More than fifteen hours a week are wasted on manual processing; that time would be better used expanding your company.
Processing invoices by hand results in mistakes and wasted time; automation creates order.
Through back-office outsourcing, ATOPSOL turns invoice chaos into efficient workflow. Here’s how:
3 Signs You Need Invoice Management Outsourcing
- Paperwork is drowning you.
- Symptom: Spreadsheets, folders, and emails are overflowing with invoices.
- Solution: Within 48 hours, ATOPSOL’s VAs digitize and classify everything.
2. The Amount of Late Fees Is Growing
- Symptom: Manual tracking causes payment deadlines to be missed.
- Workflows for approval and automated payment reminders are the answer.
3. Your team despises data entry
- Symptom: Employees waste hours on monotonous work.
- Solution: Instead, give them more time for strategic work.
How ATOPSOL’s Invoice Management Works
Step 1: Record and Digitize
- Tools Used: QuickBooks, Dext, Receipt Bank
- Procedure:
✔ Scan paper invoices
✔ Use AI-powered OCR to extract data
✔ Upload to your accounting program
Step 2: Arrange and Accept
Workflow Automation:
- The vendor emails the dedicated VA with the invoice.
- VA enters the correct GL codes in QuickBooks/Xero.
- Request for approval sent through Teams/Slack
Step 3: Reconcile and Pay
- Prevent Late Fees: Reminders for scheduled payments
- Conserve funds: Discounts for early payments are automatically tracked.
Case Study: After outsourcing to ATOPSOL, a retail client processed 12,000 invoices annually with 99.9% accuracy.
Top 3 Tools We Use (So You Don’t Have To)
- QuickBooks Online (Automated categorization)
- Bill.com (Approval workflows)
- Zapier (Sync invoices across platforms)
3 Costly Invoice Mistakes to Avoid
🚫 Mistake #1: tracking with spreadsheets
✅ Solution: Make the move to cloud-based accounting software
🚫 Mistake #2: No approval procedure
✅ Solution: Put in place two-step approval processes
🚫 Mistake #3: Ignoring discounts for early payments
✅ Solution: Allow VAs to identify areas for savings
Ready to Transform Your Back Office?
ATOPSOL helps businesses:
✔ Process invoices three times quicker
✔ Cut down on errors by 95%
✔ Save more than 20 hours per month
Limited-Time Offer: Free Back-Office Audit ($1,000 value)
