Accounts payable automation, from the invoice pile to posted bills.
Most of accounts payable is retyping: vendor, invoice number, date and amount, from paper or PDF into the accounting system. SimpleIndex reads those values off each invoice, files the invoice where you can find it again, and hands the values to QuickBooks directly, or to any other accounting system through an RPA tool. It runs on your own Windows machine and is licensed once, with no per-invoice fee on the local engines.
How an invoice gets posted.
Bring the invoices in
Scan paper invoices, or point SimpleIndex at the folder where PDF invoices land. Professional can also take them straight from email.
Read the values
The SimpleInvoice sample job finds the vendor from your vendor list, then that vendor's invoice number by its own pattern, along with the date and total. For layouts that vary too much, Professional can send those fields to AWS Textract or Azure instead.
File the invoice
Each invoice is saved as a searchable PDF, named by vendor, date and invoice number, in the folders you choose.
Post the bill
SimpleWorkflow posts the values to QuickBooks Online or Desktop as bills, skipping any already posted and linking the invoice file to each one. For other accounting systems, an RPA tool takes it from there.
Do you need a robot?
For QuickBooks, no. SimpleWorkflow posts bills to QuickBooks Desktop or Online directly, with the invoice file linked to the transaction and line items from a second data source if you have them. It is included with a SimpleIndex Professional workstation license, and sold on its own for Standard.
For Xero, FreshBooks, NetSuite, Sage or anything else without a direct integration, an RPA tool does the typing. SimpleWorkflow can start one as a workflow step, and SimpleIndex's command line works with UiPath, Blue Prism, Automation Anywhere and any other RPA platform. Our Astro RPA bot ($750, with an hour of setup) comes preconfigured for SimpleInvoice and QuickBooks Online, and can be adapted to other accounting systems.
The Workflow Manager with the sample job list open. Every sample capture job ships with a workflow job beside it.
Templates, not training
Most values on an invoice follow a common pattern, like a date or a total. The invoice number is the exception: every vendor formats it differently. SimpleInvoice stores each vendor's invoice-number pattern in your vendor list, so once it knows the vendor it knows what to look for. There's no model to train, and no zones to draw for every vendor.
SimpleInvoice is a sample job included with every SimpleIndex license, at no charge.
When you need more
If your AP needs line-item capture, GL coding, PO matching, approval workflows or thousands of vendors, an enterprise invoice processing system fits better, and we sell and set those up too.
Before you automate accounts payable.
Does it work with QuickBooks Online?
Yes. SimpleWorkflow adds bills to QuickBooks Online and the US desktop editions. It is included with a SimpleIndex Professional workstation license, and sold on its own ($500) for Standard.
Which RPA tools does it work with?
Any that can start a program or pick up a file: UiPath, Blue Prism, Automation Anywhere and others, through the command line or a SimpleWorkflow step. Our Astro RPA bot comes preconfigured for QuickBooks Online.
What does it cost?
SimpleIndex is licensed once: Standard $600, Professional $1,800. The SimpleInvoice sample job is free. If you send fields to AWS Textract or Azure, that provider bills you per page.
Do our invoices leave the network?
Not with the local engines. Invoices go to a cloud provider only if you choose to send fields to one.
Try it on last month's invoices.
The free trial runs the full software, SimpleInvoice sample job included, on your own documents.
