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InvoiceSmash Implementation Best Practices

What Should I know about InvoiceSmash?

 

Customers who use InvoiceSmash can have their text-based PDF invoices that come into the Invoice Inbox automatically extracted to create an invoice, so that they don't need to type out the invoice information themselves.  This document aims to outline some of the best business practices around using InvoiceSmash.

 

  • InvoiceSmash only works for invoices in English at this time.
  • InvoiceSmash cannot post invoices associated with supplier records that have the Allow Supplier to Choose billing account setting enabled
  • InvoiceSmash works with invoices that are in the Invoice Inbox that are posted by AP users on the buyer-side, which require "buyer validated" compliance, meaning that the buyer needs to ensure the correct data is on the invoice record. This means that Coupa cannot create the compliant tax artifact on behalf of the supplier, as with integration, CSP, or SAN

 

Process Flow

 

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Best Practices

 

1. InvoiceSmash is the Coupa door that works better than Manual Processing, but not as well as SAN, CSP or Integration, since it requires some configuration post-mapping, where the AP user defines the invoice handling rules at the billing level.  Customers should therefore explore other electronic invoicing channels before they consider a supplier for InvoiceSmash.
 
2. InvoiceSmash works best for non PO backed invoices.
 
3. PO Backed Invoices will populate the billing field if the invoice line description matches to the PO line description. This usually only happens for catalog items.
 
4. How to identify what supplier/invoice are best for Invoice Smash:
 
     A. Suppliers that only provide paper/email PDF invoices and have the ability to send text based PDF invoices.
     B. Suppliers with simple invoices with a low number of lines of text
 
5. Once you have selected the suppliers in scope, email-in as many PDF invoices to the test instance. Allow 3 to 4 weeks before go-live to have mappers create templates.
 
6. For AP training purposes, it is best to work on a small number of supplier (20 suppliers 3 invoices each) to be ready for go-live. This is because once you move a supplier from testing to production, all rules the you are assigning to the templates (supplier records, units of measure, currency, etc.) do not move to the Production instance. Use testing mode to train and run through the invoice scenarios to identify any challenges.
 
7. Note that mapping changes made to the template WILL move to production. You can always request changes the template using ‘Not Correct’ button, even in Production
 
8. InvoiceSmash is a tool that “learns” over time, so the quality and reliability of processing increases. Most of the work will be upfront (mapping and rule coding)
 
9. If invoices are waiting to be mapped, AP can always manually process Invoices.
 
 
 
 
 
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