- Email direct to capture
The easiest flow is to direct your vendors to email their invoices to you to an email address that is monitored by Mekorma Invoice Capture. If you have multiple companies, you tell them the email address for the company they are billing.
- Email through AP
When first installing, you may want to monitor the invoices more closely while you get comfortable with the system. You can continue to use an email address that vendors are already sending to. IT can create a temp email address for the capture system, and you can forward invoices to it when you get them.
When you feel confident, you can reconfigure the system to use your official email address simply by changing one email on a setup screen.
- Dealing with Snail mail Invoices
Scan any paper invoices to folder on your local drive. You can then email them to your capture email address. You can attach multiple invoices to the same email if they all belong to one of your companies.
- Downloading Invoices from a Portal
Increasingly, vendors have portals to go and grab your invoices. Examples include Amazon and Best Buy, but many vendors are going to these kinds of systems.
Try to convince your vendors to include invoices as attachments. It is inconvenient for you to have to log into the vendor portal and download. You are their customer, and they will listen if they get enough of this response.
If you must, download to a folder on your local drive, attach to an email and email it to your capture email address. You can attach multiple invoices to the same email if they all belong to one of your companies.