The customer wants invoices submitted through their portal

The Problem

In today's B2B landscape, many companies now require invoices to be submitted through their online portals. This shift from traditional emailing can pose significant challenges for finance teams. Instead of a simple send-and-receive process, invoices must be uploaded, coded, and matched to specific purchase orders. Any discrepancies can result in invoices being silently rejected, leading to payment delays and complicating cash flow management. For companies invoicing on terms, from a few dozen invoices a month to thousands, this can result in significant administrative burdens and negatively impact customer relationships.

How Most Providers Handle It Today

Most accounts receivable platforms offer basic invoice tracking, often relying on email notifications or manual follow-ups. These systems may not capture the nuanced requirements of each customer's portal, such as specific coding or purchase order matching. As a result, finance teams may struggle with visibility, unaware of whether invoices are unsubmitted, rejected, or genuinely late. This lack of differentiation can skew aging reports, making it difficult to prioritize follow-ups effectively.

ARPilot's Approach

ARPilot offers a distinct solution by integrating the invoice submission step into its AI-driven workflow. By recording each customer's specific portal requirements, ARPilot ensures that invoices are submitted accurately and on time. The platform tracks submission as a separate step, distinguishing between invoices that are unsubmitted, rejected, or late. This visibility allows finance teams to address issues promptly, ensuring that genuine late payments are accurately reflected in aging reports. ARPilot's system sits alongside existing accounting software, such as QuickBooks Online, syncing bidirectionally to maintain consistency and accuracy without replacing current systems.

Key Benefits and Measurable Outcomes

1. Enhanced Visibility: ARPilot tracks the submission status of each invoice, providing clear differentiation between unsubmitted, rejected, and genuinely late invoices. This leads to more accurate aging reports and better prioritization of follow-ups.

1. Per-Customer Customization: By storing each customer's portal requirements, ARPilot eliminates the need for finance teams to remember specific submission criteria, reducing errors and improving submission accuracy.

1. Streamlined Cash Cycle: With ARPilot's comprehensive approach to the invoice-to-cash cycle, including dispute intake and analytics, finance teams can manage accounts receivable more efficiently and effectively.

1. Improved Cash Flow: By preventing silent rejections and ensuring timely submissions, ARPilot helps finance teams maintain healthier cash flow and more productive customer relationships.

FAQ

How does ARPilot track invoice submission through portals? ARPilot records each customer's specific portal requirements, tracking the submission status of invoices as a separate step. This ensures invoices are uploaded, coded, and matched correctly to purchase orders.

What happens if an invoice is rejected by the customer's portal? Rejected invoices are flagged within ARPilot, separating them from genuinely late payments. This differentiation allows finance teams to address issues promptly and improve cash flow management.

Can ARPilot integrate with my existing accounting system? Yes, ARPilot syncs bidirectionally with QuickBooks Online and connects with other systems through the REST API, CSV import, or a custom adapter under an Enterprise agreement, maintaining consistency without replacing existing systems.

How does ARPilot's human approval process work? Every communication and write-back to accounting ledgers require human approval. This ensures that AI-driven actions align with company policies and customer relationship standards.

What pricing options are available for ARPilot? ARPilot offers a free tier for 10 invoices a month, with the Starter plan at $99 per month, Professional at $299 per month with API access, and Enterprise options available through negotiation. Payment-plan volume carries a basis-points fee.