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Incoming invoice automation processing - IBM FileNet and DataCap

IBM FileNet and Datacap deliver complete automation of incoming invoice processing. From data extraction and approval workflow to archiving and connection to ERP systems – fast, accurate, and without unnecessary administration.

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Solutions Enterprise Applications Automation of incoming invoice processing

What is IBM's solution for automating incoming invoices?

The solution, based on IBM FileNet Content Manager and IBM Datacap, enables companies to digitize and fully automate the processing of incoming invoices. Invoices received by email, in paper form, or via EDI are immediately digitized, extracted, and placed in an approval workflow. The entire process, from document receipt to accounting and archiving, takes place in a single environment, maintaining a transparent audit trail.

Thanks to the use of intelligent extraction (OCR and AI), the system can work with both structured and unstructured invoices, continuously learning and increasing recognition accuracy. In combination with IBM Business Automation Workflow, approval rules, order matching, and automatic validation can be set up, significantly reducing the need for manual intervention.

The result is a faster and more accurate accounting process, cost savings, better control over cash flow, and reduced risk of errors or payment delays. The IBM solution also supports integration with key ERP systems (SAP, Oracle, Microsoft Dynamics, etc.), making it easy to adapt to existing corporate architecture.

 

Benefits

  • Intelligent data extraction from invoices
  • Automated approval and accounting workflow
  • Transparent audit trail and reporting
  • Time and operating cost savings
  • Integration with ERP and other systems
  • Compliance with legislation and e-invoicing

How IBM solutions work in practice

Invoice processing begins with its receipt – whether it is a paper document, a PDF sent by email, or an electronic invoice via EDI. IBM Datacap immediately digitizes the invoice, extracts the necessary data, and stores it in IBM FileNet with complete metadata.

The invoice is then placed in an automated workflow managed by IBM Business Automation Workflow. This directs it to the correct approver, checks it against the order, and performs validation. The accounting team has the entire process under control, but without unnecessary manual work.

Once the invoice is approved, the system forwards it to the ERP (SAP, Oracle, Microsoft Dynamics, etc.) for posting and payment. The entire process is transparent, audited, and monitored in real time. The result is faster approval, fewer errors, and lower administrative costs.

 

Automated workflow

Invoices are automatically routed for approval, matched with purchase orders, and posted in ERP. This gives accounting teams a faster and more consistent processing experience.


Integration and extensibility

The solution connects seamlessly to SAP, Oracle, or Microsoft Dynamics. It can be extended with electronic signatures, DMS, or other IBM Automation tools.


Intelligent mining

IBM Datacap uses OCR and AI to automatically read invoices in various formats. Thanks to machine learning, extraction accuracy is continuously improving and the need for manual intervention is decreasing.

Full control and compliance

Every document is easily traceable, equipped with an audit trail, and monitored in real time. The solution supports legislative requirements for e-invoicing and facilitates audits.


A strong foundation for your digital transformation

Implementing a solution for automating incoming invoices is not just about technology. It is a change that affects financial processes, collaboration between departments, and the overall efficiency of the company. Thanks to our experience and deep knowledge of the IBM ecosystem, we will help you ensure that this transformation brings real results – time savings, greater accuracy, and better control over finances.

We are an IBM Platinum Partner and have completed dozens of successful document digitization and automation projects. Our strong team with many years of experience combines experts in FileNet, Datacap, workflow, and integration with ERP systems. This enables us to provide comprehensive support at every stage of the project – from analysis and solution design to implementation, user training, and long-term service.

Our IBM competencies include:
  • Implementation of IBM FileNet and Datacap for processing incoming invoices.
  • Analysis and optimization of processes in accounting and finance operations.
  • Integration with ERP systems (SAP, Oracle, Microsoft Dynamics).
  • Extension with e-signatures, DMS, or RPA for complete process digitization.
  • Service and solution development, including takeover from another supplier.

Whether you are taking your first step toward invoice digitization or want to take your existing system to the next level, with us you can be sure you have a partner who understands both the technology and your business.

 
Foto autora, Viktor Machek

Viktor Machek

Director of ECM FileNet Division

Frequently asked questions (FAQ):

Is an IBM solution only suitable if we use the IBM ecosystem?

No. IBM FileNet and Datacap can be integrated with a wide range of ERP systems (SAP, Oracle, Microsoft Dynamics, etc.). It is therefore not necessary to have a fully IBM environment – the solution will adapt to your architecture.

What kind of companies is the IBM solution suitable for?

It's great for medium and large companies with a high volume of incoming invoices that need to speed up approvals, reduce errors, and have full control over their liabilities. It's often used by companies in manufacturing, retail, banking, energy, and the public sector.

How long does implementation take?

It depends on the scope of the project and ERP integrations. Standard deployment takes 3–6 months, but pilot projects can be completed even sooner. Thanks to cloud components, deployment is significantly faster than with traditional DMS systems.

Does it support legislative requirements for e-invoicing?

Yes. The IBM solution is ready for local and international regulations (e.g., eIDAS) and provides a complete audit trail to ensure compliance during audits and tax inspections.

Can IBM solutions work with different invoice formats?

Yes. The system processes paper invoices (after scanning), PDFs, e-invoices, and documents received via EDI. It uses machine learning, so it can handle both structured and unstructured formats.

How does the IBM solution contribute to savings?

Automation reduces manual processing costs, eliminates errors, and allows you to take advantage of early payment discounts. Studies show that digitizing invoices can reduce costs per invoice by up to 60–70%.

Can you take over a solution from another supplier?

Yes. Aricoma has experience with taking over and stabilizing existing FileNet and Datacap implementations. We can perform audits, recommend optimizations, and provide long-term support and development.

Want to know more about IBM solutions?

Automating incoming invoices with IBM FileNet and Datacap delivers speed, savings, and full control over financial processes.

Arrange a non-binding consultation

Invoice management is just the beginning. IBM FileNet also allows you to digitize other agendas – contracts, HR documents, or entire approval processes.

Discover more IBM FileNet capabilities

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