Digitizing and automating the management of accounts payable, invoices and other document processes is key to optimizing company efficiency and traceability. However, many organizations make mistakes that limit the benefits of automation and delay digital transformation.
In this article, we analyze the most common mistakes and how to avoid them, with an integrated approach that encompasses ERP, document systems and automation platforms.
Automating processes with incomplete, duplicate, or misclassified documents causes errors and duplicate tasks.
How to avoid it:
- Cleaning and normalizing data before digitizing.
- Implement automatic validations (data correction, duplicate control, etc.) to ensure consistency in metadata.
- Ensure that all critical documents are properly scanned.
Not all platforms support the comprehensive automation of financial and document processes. Simply automating only invoices or one-off documents reduces real value.
How to avoid it:
- Implement a robust document manager that manages invoices, contracts, orders, delivery notes and other key documents.
- Trust leading companies such as DocuWare and OpenText (Extended ECM, Core Content) for a complete documentary ecosystem.
- Integrate everything with your ERP using SAP Flowers for intuitive interfaces and customized extensions
Digitizing without integrating with SAP or other corporate systems generates information silos and duplicate processes.
How to avoid it:
- Connect the DMS with SAP (or your company's ERP) so that documents and workflows are available in real time and users don't have to enter different platforms and systems.
- Implement a scalable system that allows you to extend functionality, automate approvals and create custom integrations.
A critical mistake when digitizing and automating financial and documentary processes is Do not prioritize the information security. Choosing a DMS without adequate protection can expose sensitive documents (invoices, contracts, financial or personal information) to breaches, unauthorized access or hacker attacks.
A document management system must ensure:
- Double layer of security ensuring that data is protected at rest and that the system has daily backups.
- Encryption at rest and in transit, to prevent information leaks at any point in the flow.
- Full traceability, which allows you to see who accesses, modifies or consults a document.
- Prevention against external attacks, such as breaches, ransomware, or unauthorized access.
- Secure integration with SAP or other ERPs, avoiding weak points between the ERP and the document repository.
A powerful system only works if users know how to use it. Lack of training causes errors, resistance to change and inefficient processes.
How to avoid it:
- Specific training by role and department.
- Manuals, quick guides, and initial support.
- Clear definition of permissions and responsibilities.
- Involving the team from the start of the transformation project
Benefits of Intelligent Document Management and finance automation
- Faster and more traceable management of financial documents and processes.
- Significant reduction in errors and duplicates.
- Regulatory Compliance reinforced.
- Better integration with the company's ERP and other corporate systems.
- Saving time and operating costs.
- Flexibility to extend automation to new areas.
(You may be interested in: 6 steps to migrate from paper document management to an automated system)
Digitizing and automating financial and document processes isn't just about implementing technology: it's about transforming the way a company manages information, reduces errors and increases efficiency. Avoiding these common mistakes ensures a comprehensive, secure implementation with clear return on investment.
At Brait we only work with Intelligent Document Management solutions that meet the quality and safety standards like DocuWare or OpenText, a reference in this sector.
Brait: your trust partner to digitize your financial processes in SAP
In Brait we help companies to integrate SAP with leading document management platforms, automating everything from invoices, delivery notes to contracts and complex flows, ensuring efficiency, security and compliance at every stage.
Our integrations allow for a secure architecture based on APIs, with robust controls to prevent breaches and keep information protected at all times.
Contact us and discover how your company can optimize documentary and financial processes.
