Business Pilot has launched SmartInvoice, a new feature that automatically reads supplier invoices and matches them to purchase orders, removing the need for window, door and glazing installers to enter invoice information manually or check every invoice by hand.
Developed to reduce the administration involved in processing supplier invoices, SmartInvoice means installation businesses only need to deal with the invoices that don't match, leaving more time to manage their operations.
Supplier invoice PDFs can be uploaded into Business Pilot individually or in batches. SmartInvoice reads each document and captures the relevant information, removing the need for manual data entry.
SmartInvoice then matches each invoice to the purchase order raised for the job. Matched invoices are recorded against the purchase order automatically, with no further action needed. Where an invoice doesn't match, for example if it exceeds the purchase order value, it is held for review as an invoice query, so the office only deals with the exceptions. If an invoice arrives without a recognisable purchase order number, SmartInvoice suggests the likely purchase order for the user to confirm.
Ryan Schofield, Product Director at Business Pilot, said: “For a lot of installation businesses, processing supplier invoices is still a manual task. Someone in the office has to open each invoice, read through the information, enter the details into their system and then check it against what was ordered.
“When you’re dealing with frames, glass, hardware and multiple suppliers across different jobs, that can add up to a significant amount of administration.
“SmartInvoice takes that work away. The system reads the invoice, matches it to the purchase order and records it automatically. The only invoices that need someone’s attention are the ones that don’t add up.”
Supplier invoices are an unavoidable part of running an installation business, with frames, glass, hardware and other materials regularly purchased against individual jobs.
Processing those invoices manually takes time, particularly for businesses managing multiple installations and suppliers, and every invoice keyed in by hand is an opportunity for a mistake.
By reading and matching invoices automatically, SmartInvoice removes a repetitive administrative task and helps installers catch discrepancies before they pay.
Ryan continued: “Margins are under pressure across the industry, and installers need to know exactly what they’re paying suppliers.
“Having accurate invoice information recorded against the right purchase order is essential but getting that information into the system and checking it has traditionally taken time.
“SmartInvoice makes that process much quicker. The information is captured and matched automatically, and businesses can continue using the reporting they already rely on, with far less administration involved.”
The new functionality is built directly into Business Pilot, meaning customers can manage invoice processing within the same system they already use to oversee their installation projects, with no third-party integration to set up.
For businesses using Xero, the captured invoice information is automatically synchronised, removing the need for manual exports.
This also removes the need for separate invoice processing software and the work of connecting it to existing systems.
Existing Business Pilot reporting remains available, with SmartInvoice providing an additional level of visibility over incoming supplier invoices.
“One of the things we’ve focused on is making sure SmartInvoice fits naturally into the way installers already work,” Ryan explained.
“Purchase orders are already linked to jobs in Business Pilot. The difference now is that customers don’t have to enter invoice information manually or check every invoice against its purchase order themselves.
“Everything is matched for them, and when something does need checking, the person responsible can see the original document and the query in one place.
“That means less time spent on repetitive administration and more confidence in the information being recorded.”
Ryan concluded: “We want installers to experience the difference SmartInvoice can make to their day to day operation.
“Processing invoices is one of those jobs that takes up time in almost every installation business. By automating the reading and matching, we’re helping customers reduce their administrative workload and focus their time on running their businesses.”
