Kofax TotalAgility (Kofax KTA) is a powerful workflow automation platform aimed at creating flexibility for complex business processes. AP Agility is a pre-packaged Accounts Payable and Invoice Processing solution automating…
Kofax Consultants & Resellers
Purchase and Implement Kofax KTM, Kofax KTA, and Kofax Capture solutions with RPI Consultants
RPI provides unique value to Kofax Transformation Module (KTM), Kofax TotalAgility (KTA), and Kofax Capture customers, offering product and technology knowledge combined with solution and industry expertise. RPI helps you leverage the power and intelligence of Kofax data capture products to integrate text-extracted content directly into ERP solutions, such as Lawson and PeopleSoft, and ECM platforms, such as Perceptive Content (ImageNow) or OnBase.
In addition to superior professional services, RPI is a licensed reseller and support provider for Kofax products. Choosing RPI as your Kofax reseller is a smart decision for your business because it simplifies the process between procurement and implementation, and provides the benefit of working directly with skilled Kofax consultants who are also experts in supporting business applications.
The Power of Advanced Data Capture
Organizations that have embraced Advanced Data Capture in Accounts Payable have reduced invoice entry time by as much as 60%. Advanced Data Capture software packages leverage the latest in sophisticated template and pattern recognition technologies to identify and extract invoice information from scanned images.
In an electronic form, data can easily be verified by an Accounts Payable processor and validated against an ERP or Accounting check point before being directly uploaded or sent via web service calls. This is the next step in the evolution of accounts payable processing, from its data entry focused role of the past into the more precise and audit-based organizational role of today.
Powered by RPI Consultants
Expert consulting and professional services to support Kofax KTM, KTA, and Capture solutions, integrated with ERP and ECM platforms:
- Development or Optimization of ERP Integration
- Process Design and Revised Staffing Models to Maximize Solution Benefits
- Advanced Validation Form Design, including Vendor File and General Ledger Integration, Rules-based Defaulting, and Application of Business Logic
- Purchase Order Line Extraction
- Total Matching Rule (TMR) Logic for Matching
- Test System Implementation and Support
RPI also provides application support to Kofax KTM, KTA, and Capture customers from our help desk of certified Kofax consultants. Ask about our Standard and Gold support levels!
Advanced Data Capture and AP Invoice Automation
As companies seek opportunities to contain labor costs and streamline operations, Accounts Payable departments face conflicting pressures to enhance their level of service while at the same time reducing staff costs. New technologies have long held the promise of achieving improved operational efficiencies while saving money.
To address the costly burden of manual entry, filing, and retrieval, Accounts Payable departments have embraced standardized ERP systems, electronic invoicing, document imaging, workflow, and archiving. But perhaps nothing to date has presented AP departments the transformational opportunity afforded by Advanced Data Capture, a solution that virtually eliminates data entry.
Real World Results at Bon Secours Health System
RPI can provide case studies and references for real world Kofax clients who have seen amazing results in conjunction with their ERP and ECM systems.
In 2010, the Director of the centralized AP department at Bon Secours Health System, Joel Stafford, was searching for opportunities to reduce the manual labor required to complete daily tasks. This would allow the department to refocus staff on more value‐added activities such as improving customer service and increasing vendor compliance.
“Kofax Data Capture was working well for us in streamlining entry for expense invoices and we thought it could be expanded to non‐EDI purchase order invoices as well – so we called RPI.”
Kofax Knowledge Base
RPI Consultants has over a decade of experience implementing enterprise content management and advanced data capture solutions, and we want to share that knowledge with you. Check out our Knowledge Base to find helpful videos and articles for supporting Kofax advanced data capture products.
Advanced Data Capture - AP Invoice Automation
As companies seek opportunities to contain labor costs and streamline operations, Accounts Payable departments face
conflicting pressures to enhance their level of service while at the same time reducing staffing costs. New technologies
have long held the promise of achieving improved operational efficiency while saving money. To address the costly
burden of manual entry, filing, and retrieval, Accounts Payable departments have embraced standardized ERP systems,
electronic invoicing, document imaging, workflows, and archiving. But perhaps nothing to date has presented AP
departments the transformational opportunity afforded by Advanced Data Capture, a solution that virtually eliminates manual
data entry entirely.
While electronic invoices are increasingly common, most organizations still receive and process large quantities of
paper invoices. In a 2008 Member Benchmarking survey conducted by IAPP, respondents indicated that almost 70% of all
invoices were received in paper form. As reported in a recent study from the Aberdeen Group, paper invoices can cost as
much as $64.97 each to process. Furthermore, with the total cost of a full-time AP processor approaching 45k per year,
it is simply not cost effective to pay resources just to enter data. Naturally, that is one reason why outsourcing has
become a consideration for many executives. However, outsourcing has low adoption rates for AP departments due to
control, quality, and service concerns. Organizations must find in-house solutions to reduce the burden of data entry,
which accounts for 75% of the average AP department’s cost according to a 2008 IAPP presentation.
EDI has long promised to eliminate paper invoices but still represents a small portion of invoice volume. According to
an Accounts Payable Network study, most companies receive fewer than 10% of their invoices electronically, and there has
been essentially no change in EDI adoption rates since 2002. E-Invoicing solutions have been slow to gain acceptance as
supplier adoption lags due to technology restrictions or transaction fees.
Document Imaging systems have quickly become the norm in Accounts Payable operations, but while these systems offer
greater efficiency in record storage and retrieval, they do not address the most time consuming process in Accounts Payable
departments — manual entry of invoice data. Advanced Data Capture is a complementary technology to Document Imaging
that provides a method for eliminating the manual entry of invoice data.
The concept of Data Capture is fairly straightforward. Paper invoices are scanned upon arrival. Software then reads the
electronic images for relevant data, intelligently extracting dates, invoice and tax amounts, as well as invoice numbers.
Vendor information is obtained by comparing the information on the invoice against a Vendor Master File to
determine the appropriate vendor number and remit code. Company and/or Process Level information can also be
obtained using the same method. This information is then presented alongside the image for confirmation — a process commonly
referred to as validation. Fields yielding confidence levels below preconfigured thresholds (where data cannot be
located or is too “fuzzy” to be read) are flagged for review in this validation step. Once confirmed, invoice fields are
transferred into an imaging and workflow system along with the scanned image, depending on how invoice approval
and retrieval is facilitated. The physical act of an AP processor manually transferring data from paper into software
is essentially eliminated, significantly lowering the costs associated with invoice processing.
Opponents claim that Data Capture over-promises and under-delivers, requiring long implementation cycles to train the
software along with cumbersome maintenance. This speaks to the original software technologies that were based on
“templates,” which required software to locate relevant information based on its location on the page of a particular invoice
format. This worked well for business units with standardized forms, such as Human Resources, but proved less reliable in
meeting the needs of the varied world of Accounts Payable, where tens of thousands of vendors submit invoices in an
ever-changing variety of formats. The time required to build and maintain templates for smaller volume vendors negated the
time savings derived from eliminating the manual entry of their invoices. Higher volume vendors, for whom templates proved
highly cost effective, often transitioned towards Electronic Invoicing or EDI transmissions.
Advanced Data Capture utilizes the newest generation of extraction technology, designed to capture data from
unstructured forms such as invoices, regardless of the format. Advanced Data Capture reads scanned invoices much like
the human eye would, intelligently breaking down various components of the invoice and recognizing key fields and various
triggers (e.g. phrases like “Invoice #” or “Remit Payment To”). Templates have been replaced with a Knowledgebase that is
able to absorb new information automatically. If the software is not able to identify a particular field, the “validator”
can click on a field in the invoice image in lieu of typing, and the software will “learn” so that it is able to find the
information next time. Since these new technologies eliminate templates, they also eliminate the work and maintenance
previously required in managing traditional Data Capture systems. It now makes sense for smaller companies to use
capture for all of their vendor invoices, just as higher volume vendors have been doing for some time.
Early returns have seen a fourfold increase in invoice throughput per AP processor over manual data entry.
Implementation timelines were less than three months and ROI will be achieved in less than 12 months, on average. Other
important fiscal benefits have been realized, and now— thanks to the consistency and timely visibility of payables — the
foundation is in place for future initiatives.
The business case for Advanced Data Capture is simple: invoices can be processed with fewer resources. The cost
of manually entering 25,000 monthly paper invoices into almost any platform should go down from approximately $45,000
per month to around $12,500 once the solution is implemented. This not only pays for the software and implementation
within a year, but represents a permanent reallocation of APʹs expense budget from manual labor towards value-added
In addition to labor savings, there are other financial benefits to invoices being entered more quickly. Advanced Data
Capture can virtually eliminate invoice backlogs. Rapid transfer of invoices leads to an increase in discounts taken,
reduced late fees, and greater visibility towards short-term liabilities for financial planning and control. The reality
is Advanced Data Capture pays for itself quickly.
The Future is Unfolding
We foresee a strong trend towards adoption of these data extraction solutions in AP departments in the medium term.
Data Capture today is where Document Imaging was five year ago. According to a recent Invoice Reconciliation and
Payment Report published by the Aberdeen Group, only 17% of AP departments currently use some form of the technology
to capture data from invoices. Similarly, five years ago, only 23% of AP departments used some form of invoice Document
Imaging. Today, according to a Datacap survey of over 400 AP managers, that figure has risen to over 50%.
Advanced Data Capture provides a key piece of the puzzle in the trend towards full automation of manual processes in AP.
Document imaging and archiving saved significant time and cost associated with record filing and retrieval. Workflow
automated the approval process and virtually eliminated costly paper pushing. Both provided increased transparency in
operations and the ability to monitor invoices at various steps to locate and proactively address bottlenecks in real time.
Standardization of approvals and audit controls were enhanced immensely.
These trends taken together represent a paradigm shift in the way AP departments operate. AP is no longer simply about
paper pushing and data entry. An often ignored back office function of the past, AP departments of the future will require
a different set of skills — ones based on analysis and continuous improvement that add value to an organization while
containing costs. Through automation technologies such as Advanced Data Capture, business process standardization can be
achieved, ensuring consistency in both purchasing and invoice processing.
The natural reallocation of AP resources towards proactively addressing open reconciliation items (e.g. reducing received but
not invoiced items, adjusting vendor statements, and addressing PO Invoice discrepancies) will have significant ramifications.
The AP department of the future will treat exceptions not only as individual reconciliation items, but as opportunities for
process improvement. Thanks to technologies like Advanced Data Capture these exceptions will be less the result of human
error or intervention, and more often an opportunity to improve preprogrammed business rules.
In addition, the increased timeliness and visibility of payables information through automation technologies like Advanced Data
Capture will empower organizations to better manage vendors, contracts, purchasing trends, and cash.
Catching the Wave
Advanced Data Capture technology has arrived, finally offering an all-encompassing solution to address the reality of paper
invoices and the business needs of a progressive AP department. Early adopters have helped us all by applying Advanced Data
Capture to AP realities, and they have influenced the product to maturity. The future is clear, and companies electing to
transition in the near term will recognize the benefits ahead of the curve. The cost savings will have an immediate effect,
while the transformation of the AP department’s capabilities will provide the foundation for years of flexibility in adding
value to the overall organization.
I’d just like to say that the folks you brought to bear were top-notch technically and very professional representing your company. Thank you again for your responsiveness and the long after hours of support. I personally appreciate it.Eric BuhringVice President Application Services, Teletech Technology
Our partnership with RPI Consultants helps us ensure customers can effectively use Lawson products to make their business processes simpler and more cost-effective.Brian SterrettLawson Software
RPI was flexible to work with our schedule and meet our specific needs. With their help we were ready to move forward with our upgrade.Tom FarryBon Secours Health Systems
One planning phone call and one follow-up call once our script was written and we were live! Responsive, Professional, Integrity that’s how I would describe RPI Consultants.Meg KobalterBarton Memorial Hospital
Our [ImageNow] launch was an immediate success. I have to say that after a few months of working with RPI, I wasn’t surprised.Craig Hopkins, Finance Implementation LeadSisters of Charity of Leavenworth Health Systems
We understood that we required a robust, customized solution. RPI not only had the expertise with ImageNow, they listened to our needs and helped make sure it was a success.Chris Tozier, Director, IT DepartmentInternational Speedway Corporation
RPI has more than just knowledge. The consultants I have worked with are personable and are leaders who will drive towards a more efficient solution. As a result, we are now recognizing a significant return on investment, with minimal impact to operations.Joel StaffordBon Secours Health System