Automated invoice processing software and services

• US 8,165,934 B2
• Filed: 06/20/2008
• Issued: 04/24/2012
• Est. Priority Date: 06/20/2008
• Status: Active Grant

• Current Assignee: Micro Graphic Information Services Corporation
• Original Assignee: Micro Graphic Information Services Corporation
• Inventors: Manista, Richard S., McCormick, William J. III, Perez, Eduardo
• Primary Examiner(s): ADE, OGER GARCIA
• Application Number:
  US12/142,876
• Publication Number:
  US 20090319402A1
• Time in Patent Office: 1,404 Days
• Field of Search: 705/30
• US Class Current: 705/30
• CPC Class Codes: G06Q 20/14 specially adapted for billing systems
• CPC Class Codes: G06Q 30/04 Billing or invoicing
• CPC Class Codes: G06Q 40/12 Accounting

Abstract

A method and system for automated invoice processing. An improved method for invoice processing based on an application service provider model in which invoices can be accessed and approved via the Internet from anywhere in the world. This method and system allows a company to manage the process of storing, reviewing, approving, and paying invoices from a single, centralized application. The invoice processing application is integrated with an accounting or ERP system such that payment can be made automatically and redundant data entry eliminated. The approval hierarchy used by the invoice processing application can be obtained from the human resources system of the client organization.

Claims

1. A computer implemented method of managing invoices comprising the steps of:

receiving, by a first computer system, an electronic image of an invoice;

assigning, by the first computer system, an invoice identifier (ID) to the invoice;

storing, in a data storage unit that is part of the computer system or accessible to the computer system, the electronic image of the invoice such that the electronic image of the invoice is linked with the invoice ID so that the invoice ID can be used to retrieve the electronic image;

storing information pertaining to the invoice such that the information is linked with the invoice ID;

in response to a request transmitted from a user'"'"'s computer, transmitting the electronic image to the user'"'"'s computer, which is configured to display the electronic image;

after transmitting the electronic image to the user'"'"'s computer, receiving from the user'"'"'s computer a message indicating whether or not the invoice requires approval;

determining whether the invoice requires approval, wherein the determining step comprises parsing, by the computer system, the message;

placing the invoice in a first queue of invoices in response to determining that the invoice does not require approval or placing the invoice in a second queue of invoices that is different than the first queue in response to determining that the invoice requires approval;

receiving, from a user'"'"'s computer, a request to process the invoices from the second queue of invoices; and

in response to the request to process the invoices from the second queue of invoices, transmitting to the user'"'"'s computer a first user interface screen that includes an electronic image of an invoice from the second queue, information pertaining to the invoice, and control elements for enabling the user to select an e-mail address of an approver and cause an e-mail to be sent to the approver'"'"'s e-mail address, wherein

the e-mail includes a link that when activated causes a second user interface screen to be transmitted to the approver'"'"'s computer wherein the second user interface screen includes the electronic image of the invoice and control elements to allow the approver to indicate his approval of the invoice.

2. The method of claim 1, wherein the step of adding the invoice to the first queue consists of adding the invoice ID to a queue of invoice identifiers.

3. The method of claim 1, wherein the first user interface screen comprises:

a validate control element for validating said information pertaining to the invoice that is displayed in the first user interface screen;

a find approver button for causing a list of potential approvers to be displayed; and

a send button for causing an e-mail to be sent to a selected e-mail address.

4. The method of claim 3, wherein the first user interface screen further comprises a skip button for causing the next invoice in the second queue to be displayed.

5. The method of claim 1, wherein the second user interface screen comprises:

information pertaining to the invoice;

exception control elements for enabling a user to select an exception condition;

a first control element configured to enable a user to specify general ledger information; and

a second control element configured to enable a user to add a comment regarding the invoice.

6. The method of claim 1, further comprising:

receiving an indication that an approver has approved an invoice;

in response to receiving the indication, determining whether another approver needs to approve the invoice; and

automatically transmitting an e-mail to the another approver if it is determined that the another approver needs to approve the invoice.

7. The method of claim 6, wherein the step of determining whether another approver needs to approve the invoice comprises determining whether the amount of the invoice exceeds a predetermined amount.

8. The method of claim 6, further comprising moving the invoice to an approved invoice queue.

9. The method of claim 8, further comprising enabling a user to view the invoices in the approved invoice queue and, for each invoice, indicate whether the approval process is complete.

10. The method of claim 1, wherein the first queue is on of a set of two or more shared services queues, each of which shared services queues contains invoices that do not require approval, wherein each of the two or more shared services queues is associated with a geographic region.

11. A computer implemented method of managing invoices comprising the steps of:

receiving, at a computer, an electronic invoice representing a balance due for fees or services;

placing a barcode on the first page of said invoice, said barcode being related to a unique document identification number;

inputting index data including at least the unique document identification number and invoice amount;

storing said invoice and said index data into a database;

notifying an approver that an invoice is ready to be viewed for approval;

displaying, on a computer, said invoice and said index data from said database along with controls allowing said approver to submit a response indicating whether said invoice is approved;

storing said response in said database;

posting said invoice and said index data into an accounting system; and

retrieving payment information from said accounting system and storing said payment information in said database.

12. The method of claim 11, wherein said step of receiving comprises acquiring a paper invoice and scanning said paper invoice into a digital format.

13. The method of claim 11, further comprising the step of evaluating whether further approvals are required in response to the storing of said response in said database based on an approval hierarchy stored in said database.

14. The method of claim 13, further comprising iteratively executing the steps of:

notifying an approver that an invoice is ready to be viewed for approval;

displaying said invoice and said index data from said database along with controls allowing said approver to submit a response indicating whether said invoice is approved;

storing said response in said database,

wherein said iterative execution continues until said step of evaluating said response determines that the invoice has been properly approved.

15. The method of claim 13, wherein the approval hierarchy is obtained from a human resources system.

16. An invoice processing system comprising:

an application server configured to execute an invoice processing application and connected to the internet via a communications network;

a database configured to store information relating to an invoice being processed by said invoice processing application and configuration information relating to said invoice processing application;

a first one or more client computer workstations connected to the internet via a communications network, configured to receive an electronic image of said invoice and to allow a user to input additional index data relating to said invoice and submit said electronic image and said index data to said invoice processing application; and

a second one or more client computer workstations connected to the internet via a communications network and configured to enable an approver to receive and view said electronic image and said additional index data from said invoice processing application and indicate their approval or rejection of said invoice.

17. The system of claim 16, wherein said accounting system is configured to transmit the data resultant from the posting of said invoice and said index data to said application server which saves the data to said database.

18. The system of claim 16, further comprising an accounting system executing on a server connected to the internet via a communications network and remotely located from said application server, wherein upon approval of said invoice by said approver at said second one or more client computer workstations said invoice and said index data are posted to said accounting system which is configured to render payment to the vendor associated with said invoice.

19. A computer-implemented method of managing invoices, the method comprising:

(a) receiving, by a computer system, an image of an invoice;

(b) indexing, by the computer system, the invoice, wherein the indexing comprises;

(b1) assigning a unique invoice identifier (ID) to the invoice and (b2) storing the image and ID in association with one another in a tracking database;

(c) determining, by the computer system, contact information for an approver for the invoice, wherein the determining comprises;

(c1) sending the image to a first remote user and (c2) after the sending, receiving from the first remote user, contact information for a second remote user, wherein the second remote user is the approver;

(d) sending, by the computer system, the image to the approver using the contact information; and

(e) receiving, by the computer system, an indication from the approver of whether the invoice is approved.