Breaking Down Skill Barriers: Capture that Works Like Your Team Thinks

Information is the lifeblood of nearly every business process, but much of this data is trapped in documents, PDFs, and other stagnant sources that limit efficiency. And while traditional capture methods offer ways to leverage some of this information, they are often complicated, error-prone, and difficult to use. With traditional capture automation, managing invoices, orders, contracts, and more requires specialized training and comes with a steep learning curve. Traditional systems aren’t just clunky and comparatively inefficient; they create skill barriers that prevent teams from operating at full capacity.

Intelligent document processing using generative AI changes this entirely, offering a collaborative partner for your team. With this powerful technology, businesses can streamline information-based tasks, eliminate errors, and break down skill barriers, ensuring that teams work smarter, not harder. Here’s how generative AI-powered capture is revolutionizing departments across your business.

1. Ending The Accounts Payable Challenge

Managing invoices manually can be a time-consuming and error-prone process. Accounts payable (AP) teams often spend hours entering data into financial systems, tracking payment due dates, and matching payments to the correct general ledger codes. This manual process leads to significant hurdles, like:

• Late Payments & Missed Discounts: Delays in data entry result in missed payment deadlines and lost early payment discounts.

• Confusing Ledger Coding: AP clerks must manually assign general ledger codes to each payment, which increases the risk of errors.

• Time-Consuming Reporting: Retrieving past invoices for financial reports requires lengthy searches across systems or even physical files.

After Intelligent Document Processing:

Generative AI capture takes the guesswork out of invoice processing by automatically extracting and integrating data into your financial system. The benefits are immediate and impactful:

• On-Time Payments & Discount Maximization: AI ensures that invoices are processed on time and discounts are tracked using immediately accessible data to prevent missed opportunities.

• Automated General Ledger Coding: AI automatically assigns the correct general ledger codes to payments, ensuring accuracy and reducing the time spent on manual entries.

• Instant Access to Invoices: AI archives invoices digitally, making them easy to retrieve for financial reporting, saving time and increasing efficiency.

With AI handling these monotonous tasks, AP teams can focus on verifying data and making strategic decisions, ensuring smoother operations across your accounting department.

2. Simplifying Sales and Order Processing

Processing sales and purchase orders often relies on manual entry, leading to delays and errors that can ripple across departments. These orders are often manually keyed into systems to generate invoices, track payments, and resolve customer disputes. The challenges are clear:

• Delayed Payments: Errors in invoice generation lead to delayed payments, affecting cash flow.

• Customer Disputes: Incorrect or missing data often triggers customer disputes, extending the resolution process.

• Lack of Visibility: Information about orders, payments, and product availability isn’t shared seamlessly between departments, leading to miscommunication.

After Intelligent Document Processing:

Generative AI captures order-related data with unprecedented accuracy and routes it through automated workflows. This results in:

• Faster Invoice Generation: AI automates invoice creation, reducing manual entry and speeding up the payment cycle.

• Quicker Dispute Resolution: Accurate order data minimizes errors, making it easier to resolve customer disputes quickly.

• Improved Cross-Department Visibility: With real-time data flowing between sales, accounts receivable, and fulfillment teams, collaboration becomes effortless. Everyone has access to the same accurate information, reducing miscommunication and speeding up decision-making.

By automating order processing, your teams are empowered to focus on higher-value activities, driving faster payments, smoother workflows, and improved customer relationships.

3. Resolving The Contract Management Conundrum

Managing contracts manually is a complex and time-intensive task. Each contract has numerous terms that need to be reviewed and approved, and oversights can lead to legal complications. Common challenges include:

• Time-Consuming Reviews: Manually reviewing lengthy contracts for compliance and accuracy requires a significant amount of time.

• Overlooked Terms: Key terms can be missed, potentially leading to misunderstandings or disputes down the road.

• Missing Signatures: Contracts without necessary signatures or containing incorrect terms can be rendered legally void, delaying the approval process.

• Tracking Renewals & Amendments: Without a centralized system, tracking contract renewals or amendments becomes an uphill battle, often leading to missed deadlines.

After Intelligent Document Processing:

Generative AI simplifies contract management by automating the key term extraction and reporting on these details. The benefits of AI capture in this area include:

• Efficient Contract Review: AI generates summaries of contract terms, making it easier to review agreements quickly and efficiently.

• Complete & Legally Binding Contracts: AI checks that all required terms are included and verifies that all signatures are present, preventing future disputes.

• Real-Time Contract Status Tracking: Workflows monitor contract status, renewals, and amendments, sending automatic reminders and ensuring that nothing falls through the cracks.

• Streamlined Compliance: Generative AI and surrounding workflows ensure that contracts are in compliance with legal regulations, reducing the risk of errors and ensuring smooth approvals.

By automating the contract review and management processes, generative AI helps ensure that your contracts are accurate, complete, and processed on time.

Breaking Down Skill Barriers with AI Capture Automation

Generative AI doesn’t just automate repetitive tasks; it also helps break down skill barriers across departments. Traditional capture systems often require specialized training and knowledge, creating hurdles for teams to adapt and integrate new technologies. AI-powered capture automation, on the other hand:

• Effortless to Use and Maintain: GenerativeAI just works. No fidgety templates that lose accuracy as formats change. No capture settings need to be adjusted to ensure quality data. AI Capture implementations take off in record time, and your data will be effortlessly captured from there.
• Adapts to Your Existing Workflows: AI integrates seamlessly with your current systems and can model existing workflows, so teams don’t need to undergo extensive training to use it effectively.

• Improve Accuracy & Efficiency: AI reduces human error by capturing and verifying data in real-time, allowing your team to focus on high-priority tasks.

• Enhance Collaboration Across Departments: With AI handling document capture and data extraction, teams can collaborate more effectively, using the same up-to-date information to make faster decisions.

In Summary

Generative AI-powered capture automation is a game-changer for businesses looking to improve efficiency, accuracy, and collaboration across departments. From invoice processing to order management and contract reviews, AI serves as a collaborative partner that helps break down skill barriers, enabling your team to operate at its full potential.

How Square 9 Can Help

Square 9 is an AI-powered platform that transforms your business documents into actionable information, no matter the source. From vendor invoices and purchase orders to contracts and bills of lading, we capture and organize the critical data hidden in your documents, giving it structure, context, and purpose. Our platform ensures the right information reaches the right people, empowering your entire organization to work smarter and make faster, more informed decisions.