Systems and methods for automated invoice entry

The present invention is directed to methods and systems for the transfer of bulk paper invoices into electronic invoices for electronic submission from a seller to a buyer. The systems and methods described herein use matching logic to transfer details of the paper invoices into electronic invoices, thereby streamlining the process of bulk invoicing.

BACKGROUND OF THE INVENTION

Traditional paper invoicing procedures typically involve the seller sending an invoice to a buyer which lists the purchases that have been made, and the buyer in turn sending the seller payment based on the total amount reflected in the invoice.

In order to avoid the hassle of lost invoices, payment, and to reduce the amount of wasted paper, electronic invoices are becoming more common. Invoices are sent electronically directly to the buyer and the buyer can then remit payment either directly to the seller or through the buyer's bank.

However, there are still drawbacks to conventional electronic invoices. Bulk invoicing, for example, can be particularly time consuming, as each individual invoice must be uploaded into a computer before they are sent to the buyer in bulk. In addition, electronic invoicing often requires manual entry of information by the seller, which can result in lost time, and ultimately, lost money.

There remains a need to streamline the electronic invoicing process in order to increase efficiency and accuracy, saving time and money for both the buyer and the seller.

SUMMARY OF THE INVENTION

The present invention addresses the need in the art by providing efficient invoicing systems and methods for electronic invoicing.

In certain embodiments, the present invention is directed to a computer-implemented method for generating an electronic invoice comprising: receiving a set of invoice field values provided by a user; automatically mapping the invoice field values provided by the user to create mapped data; receiving an image of an invoice of the user; and applying the mapped data fields to the image of the invoice to create an electronic invoice.

In certain embodiment, the present invention is directed to a system for generating an electronic invoice comprising: a processor; a memory; and an application stored in the memory of the system and executable by the processor, wherein the application functions to: receive a set of invoice field values provided by a user; automatically map the invoice field values provided by the user to create mapped data fields; receive an image of an invoice of the user; and apply the mapped data fields to the image of the invoice to create an electronic invoice.

In certain embodiments, the present invention is directed to a computer-readable storage medium storing computer code for implementing a method for generating an electronic invoice, wherein the computer code comprises: code for receiving a set of invoice field values provided by a user; code for automatically mapping the invoice field values provided by the user to Create mapped data fields; code for receiving an image of an invoice of the user; and code for applying the mapped data fields to the image of the invoice to an electronic invoice.

In other embodiments, the present invention is directed to a computer-implemented method for generating batch invoices comprising: receiving a set of invoice field values provided by a user; automatically mapping the invoice field values provided by the user to create mapped data fields; receiving a batch of production invoices comprising individual production invoices of the user; and applying the mapped data fields to the batch of production invoices to create a batch of electronic invoices.

In other embodiments, the present invention is directed to a system for generating batch invoices comprising: a processor; a memory; and an application stored in the memory of the system and executable by the processor, wherein the application functions to: receive a set of invoice field values provided by a user; automatically map the invoice field values provided by the user to create mapped data fields; receive a batch of production invoices comprising individual production invoices from the user; and apply the mapped data fields to the batch of production invoices to create a batch of electronic invoices

In other embodiments, the present invention is directed to a computer-readable storage medium storing computer code for implementing a method for generating batch invoices, wherein the computer code comprises: code for receiving a set of invoice field values provided by a user; code for automatically mapping the invoice field values provided by the user to create mapped data fields; code for receiving a batch of production invoices comprising individual production invoices from the user; and code for applying the mapped data fields to the batch of production invoices to create a batch of electronic invoices.

In yet other embodiments, the present invention is directed to a computer-implemented method for invoice exchange comprising: providing a network membership to a buyer-member and seller-members; providing non-network access information to the buyer-member for use with a non-member seller; providing an interface to the non-member seller; receiving the non-network access information from the non-member seller; receiving invoice information for a transaction with the first buyer-member from the non-member seller to create a completed invoice; validating the non-network access information; and providing the completed invoice to the buyer-member

In yet other embodiments, the present invention is directed to a system for invoice exchange comprising: a processor; a memory; and an application stored in the memory of the system and executable by the processor, wherein the application functions to: provide a network membership to a buyer-member and seller-members; provide non-network access information to the buyer-member for use with a non-member seller; provide an interface to the non-member seller; receive the non-network access information from the non-member seller; receive invoice information for a transaction with the first buyer-member from the non-member seller to create a completed invoice; validate the non-network access information; and provide the completed invoice to the buyer-member.

In yet other embodiment, the present invention is directed to a computer-readable storage medium storing computer code for invoice exchange, wherein the computer code comprises: code for providing a network membership to a buyer-member and seller-members; code for providing non-network access information to the buyer-member for use with a non-member seller; code for providing an interface to the non-member seller; code for receiving the non-network access information from the non-member seller; code for receiving invoice information for a transaction with the first buyer-member from the non-member seller to create a completed invoice; code for validating the non-network access information; and code for providing the completed invoice to the buyer-member.

DETAILED DESCRIPTION

The invoicing systems and methods of the present invention automate the exchange of invoices by integrating buyers and sellers via a secure settlement network, allowing companies to optimize working capital, thereby turning accounts payable processing into a profit center. The invoicing system enhances the user's control over the end-to-end procure-to-pay process. This on-demand technology platform allows companies to achieve effective payables automation, lowering costs and streamlining processes by speeding the migration away from paper and manual processes, reducing data entry and exception management and capturing discounts related to payables spent. Through seamless integration with existing enterprise resource planning and legacy applications, the capability of the invoicing system of the present invention supports invoice tracking and management through an online portal, directly connecting buyers and sellers. Benefits of this aspect of the present invention include, for example, reduced operational costs associated with paper invoice processing, scanning and data entry, increased visibility and control over invoice tracking and history for buyers and sellers, reduced seller inquiry calls by providing all day/all night access to information to sellers, communication of invoice status to all sellers for all invoices, including those submitted through the seller portal, originating from paper, e-file or electronic data interchange (EDI), accommodation of sellers in every industry segment with a suitable invoice options, from paper invoice processing to seller portal access to directed system integration, confirmation to large-seller integration and automated billing requirements, and translation of all invoice data types, including EDI, CVS, XML, AS2 or other electronic documents to buyer-specified formats. Further, as the system is preferably provided by an outside party, responsibility and cost of maintaining the system by the user is removed.

To access the benefits of the system of the present invention, both buyers and sellers enroll as members of the invoicing system which allows them access to the system capabilities. In preferred embodiments, the system not only provides invoicing capabilities, but also automates purchase orders, payments and discounts as well. The system of the present invention allows buyers to expand the maximum number of sellers that receive electronic purchase orders and invoices, therefore also eliminating fax, postage, filing, storage and document administration expenses.

General System Requirements

Various embodiments of the system of the invention and various advantages are described above. The system of the invention or portions of the system of the invention may be in the form of a “processing machine,” i.e. a tangibly embodied machine, such as a general purpose computer or a special purpose computer, for example. As used herein, the term “processing machine” is to be understood to include at least one processor that uses at least one memory. The memory stores a set of instructions. The instructions may be either permanently or temporarily stored in the memory or memories of the processing machine. The processor executes the instructions that are stored in the memory or memories in order to process data. The set of instructions may include various instructions that perform a particular task or tasks, such as any of the processing as described herein. Such a set of instructions for performing a particular task may be characterized as a program, software program, or simply software.

As noted above, the processing machine, which may be constituted, for example, by the particular system and/or systems described above, executes the instructions that are stored in the memory or memories to process data. This processing of data may be in response to commands by a user or users of the processing machine, in response to previous processing, in response to a request by another processing machine and/or any other input, for example.

As noted above, the processing machine used to implement the invention may be a general purpose computer. However, the processing machine described above may also utilize (or be in the form of) any of a wide variety of other technologies including a special purpose computer, a computer system including a microcomputer, mini-computer or mainframe for example, a programmed microprocessor, a micro-controller, a peripheral integrated circuit element, a CSIC (Consumer Specific Integrated Circuit) or ASIC (Application Specific Integrated Circuit) or other integrated circuit, a logic circuit, a digital signal processor, a programmable logic device such as a FPGA, PLD, PLA or PAL, or any other device or arrangement of devices that is capable of implementing the steps of the processes of the invention.

The processing machine used to implement the invention may utilize a suitable operating system. Thus, embodiments of the invention may include a processing machine running the Microsoft Windows® 7 operating system, Microsoft Windows® Vista® operating system, the Microsoft Window®XP® operating system, the Microsoft Windows® NT® operating system, the Windows® 2000 operating system, the Unix operating system, the Linux operating system, the Xenix operating system, the IBM AIX® operating system, the Hewlett-Packard UX® operating system, the Novell Netware® operating system, the Sun Microsystems Solaris® operating system, the OS/2® operating system, the BeOS® operating system, the Macintosh operating system, the Apache operating system, an OpenStep® operating system or another operating system or platform.

Electronic Invoicing

Using the system of the present invention, sellers are able to export invoice data from their account receivables, billing or other invoicing system and upload that data to be electronically sent through the system network. The system of the present invention provides an automatic configuration feature which walks sellers through the process of mapping an exported invoice file format to the buyer's invoicing fields in order to pre-certify their file format for production electronic invoicing. The system will ask the seller for specific invoice field values as a test invoice which the seller exports and uploads into the system. The system then automatically maps those values to the buyer's required invoice fields.

The automated mapping feature allows a user to convert paper invoices into electronic invoices. The system receives a scanned image of a paper invoice and uses the mapping feature to match the data from the image with the mapped field values, and insert the data into an electronic invoice form. The electronic invoice can then be sent directly to the buyer for reconciliation.

Another advantage of the system of the present invention is that is allows for bulk-upload of invoices. Typically bulk invoicing requires a separate mapping network at the seller's end, which can be very expensive and time consuming. The system of the present invention provides all mapping for the seller to allow for easy upload of multiple invoices.

Referring now toFIG. 1, a seller first sets up an account with the system101. The seller then downloads instructions and a test invoice from the system for Buyer1102. The seller will then enter the test invoice into their own accounts receivable system for completion of the appropriate data for the field values103, exports the completed test invoice as a CSV file and uploads the CSV file to the invoicing system104. In preferred embodiments, the invoice field values contain a range of tolerances that are acceptable to the seller. The system is programmed to recognize the reference transaction and the file type using recognition logic105, and creates a mapping field to map the invoice field values using mapping logic106. The system validates the data entered into by the seller using validation logic107. If there is an error, the system will notify the seller using notification logic108. The seller will need to reenter the information into the system, beginning at step103. In certain embodiments, the system also presents the seller with a manual mapping tool to use for any information which the seller may need to input manually (not shown). If the test invoice has been uploaded accurately, the system will record the status of the invoice for the applicable buyer as “ready” using recordation logic109. In certain embodiments, Buyer1 will receive a test transaction from the system to further validate the accuracy of the test invoice using testing logic110. Seller will receive notification from the buyer, either directly or through the system, informing the seller that the test transaction has been completed110. In certain embodiments, the seller creates a credit transaction to further test the test invoice111.

Once the test invoice is completed and validated, seller can now begin to upload invoices into the system to convert paper invoices into electronic invoices. Single invoices can be uploaded, or invoices can be bulk-uploaded into the system. Referring now toFIG. 2, preferably, if the buyer is funding the account, then the seller simply faxes or mails the paper invoice to a number or mailbox which is specified for that particular buyer201. The system then identifies the appropriate buyer fields in the invoice using identification logic202, the invoice is scanned into the system203, and then proceeds to invoice entry using routing logic, shown inFIG. 3a. If the seller is funding the account, preferably the seller prepares a coversheet containing buyer identification204. In certain embodiments, the cover sheet can be pre-printed with buyer information. The seller then faxes or mails the invoice with the coversheet to a single number or mailbox205. The system scans in the coversheet and the invoice206and then checks the databases to determine if the buyer exists in the system using verification logic207. If the buyer identification is not present in the system, the invoice proceeds to the rejection process using routing logic, shown inFIG. 3b. If the buyer identification is present in the system, the system then determines if the buyer is a public or private company using determination logic208. Preferably, private companies will have credit cards on file to charge settle the transaction209. If the initial card transaction fails, the invoice proceeds to the rejection process using routing logic, shown inFIG. 3b. If the initial card transaction passes, the system enters the invoice into the system211using routing logic, as shown inFIG. 3a. Similarly for public companies, the system checks to verify the public company is in good standing using verification logic210. If the public company is in good standing, the invoice gets entered into the system211using routing logic, as shown inFIG. 3a. If the public company is not in good standing, the invoice proceeds to rejection using routing logic, as shown inFIG. 3b.

Referring now toFIG. 3a, if the invoice is proceeding to entry, the system verifies if there is an accompanying purchase order (PO) entered into the system using verification logic301. If there is an accompanying PO, the system will input the invoice line detail into the invoice using matching logic302, based on the test invoice previously entered. If the invoice field values contain a range of tolerances, the system will verify the data contained in the paper invoices fall within the range of tolerances (not shown). If the data does not fall within the range of tolerances, the system will notify the seller accordingly (not shown). If there is not an accompanying PO, the system will enter a summary of the invoice303. The system will then automatically load all files to the disburser using loading logic304, completing the entry process. In preferred embodiments, buyers with multiple invoices will be added collectively and billed monthly305.

Referring now toFIG. 3b, if the invoice is rejected, the system enters the reasons for rejection into the system using entry logic306and creates a notification307using notification logic which is then sent to the seller308. Rejection notification may be sent, e.g., by e-mail, fax, or mail.

In certain embodiments, the present invention also allows buyers to provide select sellers who are not members of the network with the ability to submit invoices through a publicly available interface. Such an embodiment allows non-member sellers to submit invoice information to buyers through standardized web forms without the need to login or sign up for a network account.

In preferred embodiments, the standard webform has entry fields identified by the buyer and seller, a security control tool, and standard terms and conditions for electronic invoicing.

The non-member seller will be provided with information to find the appropriate form to use with the buyer. In order to facilitate the process, the system will store each buyer's unique identification. The non-member seller will then be able to use the buyer's identification to access the appropriate invoice.

Upon initial use, the buyer will verify buyer identification information, such as a unique number or an e-mail address, to ensure that sellers are receiving accurate information. Non-member sellers will also have identifying information stored on the system, such as, for example, a unique number or an e-mail address. The non-member seller identification will be used to link to the buyer's correct vendor, remittance site, and set, if there are multiple ERP's on record.

The buyer will provide all necessary information to the non-member seller, preferably in an e-mail, for logging onto the system and accessing the buyer invoice. Necessary webform information includes, e.g., a link to the interface, such as a URL, the buyer's identifying information (e.g., unique buyer organization system identification, buyer's requester e-mail address, etc.) and the seller's identifying information (e.g., seller's e-mail address, seller's remittance address, captcha code verification, etc.). Non-member seller invoice entry is typically initiated with a message from the buyer providing the non-member seller with the information the non-member seller will need to create an invoice. Once the non-member seller navigates to the public interface, an invoice webform will be presented. The non-member seller will be directed to complete the form appropriately. After completion of the webform, the system will verify if the identifying information for both the buyer and the seller is valid.

Once all information is validated, the buyer will then need to approve the invoice. The buyer will receive notification from the system that an invoice has been submitted by a seller. Invoices will be stored in the system and accessible to the buyer. The buyer can search for invoices though the system, based on their unique permissions. The buyer can then add additional information if needed, save for later submission, approve or reject the invoice.

Referring now toFIG. 4, the buyer will first enter the non-member seller identification into the system401. When the buyer has entered multiple non-member sellers into the system, the buyer has the option to select the specific non-member seller who will receive the webform information402. A notification is then sent to the seller regarding their entry into the system using notification logic403. The notification will contain the necessary information required to access the buyer's webform, which includes a URL, hyperlink or web address to the public interface. Either the system or the buyer can send the notification to the non-member. The non-member seller will then access the interface to obtain the webform404. The non-member seller enters the requested identifying information into the system405, along with invoice data directly into the webform406. For security purposes, the interface may require the seller to provide security information, such as, e.g., a challenge key, numerical identification number (e.g., non-sequential 6-11 digit number), e-mail address of buyer or seller, captcha image, etc.407. The system may also require that the seller accept the interface terms and conditions407. Once completed, the seller then sends the invoice request into the system408. The system determines if the requested identifying information is valid using validation logic409. If valid, the invoice request is converted to an invoice and proceeds to invoice exception processing using routing logic410. If the credentials cannot be validated by the system, the system will notify the seller of the rejection using notification logic413. Once validated, the system then verifies that all information inserted into the webform is in proper format using verification logic410. If validated, the invoice then moves on for buyer approval using routing logic411. If the invoice information is not validated, the seller will receive notification from the system of the same using notification logic413.

Additional System Capabilities

In addition to electronic invoice submission, the system of the present invention can be used in conjunction with existing ERP and legacy applications to create a central seller management system that improves and simplifies seller profile data. In such embodiments, the system additionally provides advanced shipment notification, invoice payment processes, rich remittance data with payments, real time validation and matching, online status tracking, collaborative online dispute resolution, and robust security.

The foregoing description of various embodiments of the invention have been presented for purposes of illustration and description. It is not intended to limit the invention to the precise forms described.