How Onventis supports Shared Service Centers with procurement and invoice processing automation.
Shared Service Centers (SSCs) are under increasing pressure to streamline processes, reduce costs and, provide high quality service to internal customers all at the same time. Within this context, procurement and invoice processing are often seen as two areas with great optimization potential. Onventis offers smart, integrated solutions that help SSCs make a difference precisely there.
What are Shared Service Centers
Shared Service Centers (SSCs) are under increasing pressure to streamline processes, reduce costs and, provide high quality service to internal customers all at the same time. Within this context, procurement and invoice processing are often seen as two areas with great optimization potential. Onventis offers smart, integrated solutions that help SSCs make a difference precisely there.
An SSC is all about economies of scale. The more processes are automated and standardized, the greater the gains in time, costs and margins of error. With Onventis, SSCs can centralize and digitize complex procurement processes as well as invoice processing, from request to payment.
How can Shared Service Centers improve their invoiceprocessing?
For many shared service centers, the processing of (procurement) invoices is the core of their services. It is one of the most transactional processes within an SSC, which is precisely why automation is critical here. Traditionally, invoice processing requires a lot of manual steps: from opening emails and typing in invoice data, to calling colleagues for approvals and resolving mismatches. This leads not only to inefficiencies, but also to frustration for SSC employees as well as internal customers.
With Onventis‘ Accounts Payable Automation solution, the shared service center is transforming these manual processes into a fully digital flow. Consider:
- Automatic invoice extraction with smart OCR and AI that reads invoice data at lightning speed and accuracy.
- PO matching and non-PO matching where invoices are automatically matched to purchase orders or cost centers, which means an immediate reduction in error handling and wait times.
- Clear approval flows through preset workflows, with visibility across the organization, including reminders and escalations.
- Real-time visibility into status, lead times and KPIs, essential for performance reporting and SLA steering within the SSC.
What makes this solution especially valuable for SSCs:
- Scalability: a single system that easily grows with the number of entities, countries or business units the SSC serves.
- Consistent processes across the organization: standardization reduces variation in processing, leading to fewer errors and faster onboarding of new entities.
- Cost savings and staff efficiency: SSCs can do more work with smaller teams while meeting compliance and audit requirements.
How can Shared Service Centers improve their procurement?
In many organizations, procurement is spread across departments, branches or countries. This often leads to uncontrolled spending, contracts disappearing in drawers and a lack of insight into who is buying what, where and why. This is exactly where the shared service center can deliver enormous value, provided it has the right tools to standardize and centralize procurement processes. Onventis’ procurement management solution enables SSCs to get a grip on the entire Source-to-Settle process.
With Onventis, SSCs can:
- Digitize ordering processes through standardized request forms and approval flows
- Reduce Maverick buying by making only approved vendors and contracts available
- Working with centralized purchasing catalogs, offering products and services with fixed prices and conditions
- Automate spend analysis and reporting, making it easier to make strategic purchasing decisions
Why this is especially important for shared service centers:
- Process harmonization across business units: One uniform method for requests, orders and supplier selection reduces complexity and margins for error.
- Greater compliance and risk management: By centrally managing contracts and setting automated thresholds, the SSC becomes the guardian of compliance within the organization.
- Save time for end users and procurement teams: Employees can order faster through pre-approved products and services, while the SSC remains in control.
- Better supplier management: By monitoring supplier performance, SSCs can actively manage quality, delivery reliability and cost.
Many SSCs support multiple entities or countries. Onventis is designed to be scalable and support multi-entity structures. Consider:
- Multilingual interfaces
- Local tax and compliance institutions
- User and role management by entity
This allows SSCs to serve different business units with one solution, while ensuring governance and standardization
Moreover, Onventis integrates smoothly with existing ERP, financial and HR systems. This keeps the existing IT architecture intact, while lifting processes to a higher level.
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