Stampli Unveils Acumatica Integration to Automate Accounts Payable Processes

Acumatica ERP customers can now optimize their AP processes with Stampli’s new pre-built, seamless integration. Customers can process invoices and payments in far less time using automation, and this seamless integration gives users the ability to revolutionize their AP processes for both on-premise and SaaS versions of Acumatica. 

Businesses that don’t fully leverage technology to automate accounts payable face a number of challenges, including miscommunication between stakeholders, higher errors rates, late approvals, and frustrated vendors. Using Stampli allows companies to automate the invoice coding process, speed up invoice approvals, and make communication and collaboration simple for all invoice stakeholders.

A World of Outdated AP Processing 

Businesses that use a manual process for AP generate more errors, create confusion among stakeholders, and spend far more time processing AP.  Using technology allows a business to move away from a paper-intensive, inefficient AP.  Here are some of the invoice processing challenges AP teams may encounter:

• Multiple email addresses for invoices: There is no centralized location to receive invoices. Instead, invoices are emailed to one of several email addresses, and data gets lost.
• Managing records for invoice coding: Matching invoices with the purchase order (PO) and shipping receipts requires data management. A manual process makes it difficult to gather records, which slows down the AP process.
• Getting documents to approvers: If hardcopy files and email attachments are sent to approvers, information may be lost, the wrong data may be sent, and documents can be filed incorrectly. Lost records delay approvals and vendor payments may be late.
• No centralized communication hub: When information is siloed, communication is slow and difficult, and the business can’t easily track the status of an invoice. Companies need a central communication hub where all related questions and answers can be reviewed.

If the business adds companies, locations, or product lines, invoice management is even more challenging. 

Stampli + Acumatica Working Together

Stampli AP automation for Acumatica offers paperless efficiency, so your businesses can move away from never-ending AP paperwork and poor stakeholder communication. You retain full ownership and control over your Acumatica data, and Stampli syncs your data, so that both systems are constantly updated. Stampli’s AP Automation solution adapts to your processes and allows your business to scale.

AP automation that works alongside your Acumatica processes

Your Acumatica data is the single source of truth for your spending, and we know that data is critical to understanding how the business is performing. It’s even more important that your data stays safe and secure. 

Our pre-built integration syncs data to and from both Acumatica and Stampli in real-time.  Lists such as GLs, locations, vendors, and more are synced and updated to Stampli, along with an automatic sync of invoice and payment data to Acumatica. This bi-directional data sync removes the need for manual data entry.

Stampli also supports all line types, both stock and nonstock, along with tax data (including international taxes), and other custom fields. With Stampli, you can code invoices faster, and minimize the amount of manual entry required to post an invoice.

Working with tenant, companies, and branches

Stampli connects and syncs data from one or multiple tenants, and syncs all companies and branches in your Acumatica platform. Stampli also provides a sync of invoice data back to the appropriate company. Users can be confident that Stampli can support your Acumatica ERP, regardless of the business structure. As your business grows and becomes more complex, Stampli will continue to support your needs.

Managing purchase orders and receipts

A PO includes live data that is constantly changing, which means that a real-time data sync is critical. Consider how the data sync makes AP processing easier:

• Automatically sync PO and receiving data and make available in Stampli, along with the invoice. All the information is available in one place, simplifying the review process.
• View open POs and receiving information in Stampli, and the AP team can add extra lines as needed. Users are provided with all the data needed to make decisions.
• AP staff can select an invoice based on the PO or the receipt, and Stampli supports invoices based on multiple POs or multiple receipts. 

Once invoices are exported, relevant receipts are automatically closed. With Stampli, your team can save time, reduce error rates, and free up more hours for other projects. 

Managing vendor relationships

Stampli’s AP automation platform handles payments and exports payments back to Acumatica, and you can easily communicate with vendors and approvers in Stampli’s communication hub. 

Stampli manages other vendor data including address, contacts, critical documents, default currency, bank account information, and their preferred payment method. Stampli also helps manages data for your 1099 vendors, so that the year-end 1099 process is simple and easy to complete.  Customers can process invoices faster, pay vendors on time, take advantage of purchase discounts, and manage all transactions in one platform.

Flexibility to match your unique processing needs

Whatever your organizational structure looks like, we’re ready for you. Use Stampli’s AP Assignments functionality to automatically route invoices to the right AP individuals to review, and then use approval workflows to route to the right approver, and finally off to the last person to authorize for payment. Each team member gets the information they need, and the approval and payment process is much faster.

You can set up and change approval workflows to meet your needs, including processes with multiple approvers. Stampli makes it easier to manage workflows and enforce a company’s internal controls.

Stampli’s AP Automation software solution uses Artificial Intelligence technology — Billy the Bot — to automate AP invoice processing and learns an organization’s unique patterns to simplify GL-coding, streamline approval notifications, and identify duplicate invoices. 

Streamlining communications

Reduce inefficiencies by streamlining communications between anyone involved with your invoices including managers, purchasers, the AP staff, and vendors. Our built-in communication tools make it so there are no more back-and-forths, run-arounds, rabbit-holes, or communication loop-de-loops. These features and benefits greatly improve AP communication:

• Ask and answer questions from teammates or management
• Access relevant details and documents in a single location  
• Notify approvers when action is required on a particular invoice
• Quickly request updates to any invoice field
• One-click access to the status of an invoice

With Stampli’s communication tools, making an invoice decision has never been easier. Users can access all invoice-related supporting documents, and review all communications for each invoice.

Pay Vendors via ACH, Check, or Stampli Card with Stampli Direct Pay

Pay your way with maximum flexibility and control. Use your preferred payment method, or our add-on capability, Stampli Direct Pay, for easy payment runs with painless paper check, easy-to-reconcile ACH transactions, or pay vendors instantly while earning rewards with Stampli Card. We empower your team to collect, manage, and own all corporate spend in one place.

Working with Stampli Card

Use Stampli Card to gain complete control and visibility over your corporate credit card spend, and Stampli Card can be used with Stampli Direct Pay. Easily manage all corporate credit card transactions and invoices in one place, and earn rebates on card purchases. Once Stampli Card purchases are processed, they are automatically synced as a Quick Check to Acumatica. 

When you use Stampli Card with Stampli Direct Pay, vendor invoices are paid instantly, with no need to wait for a mailed check or an ACH payment. Each payment approval is based on your defined approval workflow to ensure the right people sign off. You can choose to notify vendors of Stampli Card details via a remittance email link, or in Stampli’s Vendor Portal . 

Improve expense management with Stampli Expenses 

Use Stampli Expenses to streamline expense data collection, approvals, and expense reporting. This solution reduces manual data entry, automates the approval process, and ensures that expenses are recorded quickly and accurately. Stampli Expenses frees up your staff’s time to work on tasks that add more value.

Stampli Expenses functionality offers a completely integrated process with fewer steps to complete. Stampli Card cardholders submit receipts, request and receive approvals, and code expenses in the same platform. Obtain end-to-end management over all employee expenses with the only corporate credit card with Stampli inside. 

Don’t Just Manage Spend, Control It

Stampli’s end-to-end AP platform gives you full control and visibility over all your corporate spending from invoices to cards to payments—all in one place. Customer delight positions Stampli as the Leader in the G2 Grid® for AP Automation software and #1 in Support, Implementation, and Results for Winter of 2023. Contact Stampli to create a seamless integration for your Acumatica ERP.