Demo: AI-driven B2B Payments Integrated in Your ERP

• 0:05 — Setting the context — The presenter explains that before the demo begins, they want to establish where the payment process sits within the broader PaperSave scope so the audience can follow along.
• 0:18 — Invoice workflows in PaperSave — Many PaperSave clients use workflows to automate business processes. Invoices come through PaperSave and are routed for approval based on each client's business rules, which the presenter describes as flexible enough to cover almost any routing requirement.
• 0:53 — Creating invoices in the financial software — Once an invoice approval is complete, PaperSave creates the invoice inside the customer's financial software, removing the manual data entry step for users.
• 1:08 — Payment as a workflow extension — Payment is described as an extension of the existing workflow. After invoices are created in the financial software, they are routed into a couple of additional workflow steps, beginning with a payment review step.
• 1:50 — Payment approval rules and dual signatures — Rules on the payment side can accommodate dual signatures — a static rule such as requiring CFO approval above a dollar amount, or a more complex rule involving departments and dollar amounts. Once approval is collected, the payment goes to the payment partners for execution and the results flow back into the software.
• 2:26 — Starting the live demo — The presenter moves from the PaperSave welcome page into workflows and then into the payment review step.
• 2:58 — Building the payment batch — In the payment review step, users determine which invoices should go out for payment, using information such as due dates and post dates shown in the workflow. Selecting the invoices and clicking route sends them onward.
• 3:33 — Routing and email notifications — As invoices are routed to approvers, email notifications let one or multiple approvers know that action is needed inside PaperSave.
• 3:51 — Payment approval and second signature — Routed invoices sit in a step assigned to the first signer, who can open the document, view the invoice, add notes, and approve or reject. On approval, rules are evaluated; in this run one document was sent to an executive payment step because a dollar amount rule required a second signature.
• 5:00 — Pending payment step and audit trail — Approved documents move into a pending payment step (called a GP pending or financial payment pending step) indicating the invoices have cleared approval and been sent for payment. Transaction history flows back into the workflow and into the ERP.
• 5:36 — Viewing payments in the ERP — In the financial software, the presenter navigates to purchasing and searches manual payments to show the records PaperSave created out of the workflow. The audit trail appears both on the document in PaperSave and on the records in the financial software.
• 6:17 — Manual payments and dashboards — Addressing common questions, the presenter states that customers do not lose the ability to cut a payment directly from their financial software, since the aim is automating the bulk of payments. Dashboards then provide visibility into outgoing payments by due date, payments past due, payment methods, who is receiving what, and how vendors are paid.

How does payment processing relate to PaperSave's existing invoice workflows?

Payment is handled as an extension of the invoice workflow rather than as a separate process. Invoices arrive in PaperSave, get routed for approval under the client's business rules, and are then created inside the financial software. From there they are routed into a couple of additional workflow steps — a payment review step and payment approval steps — before payment is executed.

What happens in the payment review step?

The payment review step is where users build the payment batch. They determine which invoices need to go out, using information available in the workflow such as due dates and post dates, then select those invoices and click route to send them to payment approval.

Can the system enforce a second signature on payments?

Yes. Rules can be configured to accommodate dual signatures. A static rule might require CFO approval above a certain dollar amount, and more complex rules can involve departments together with dollar amounts. In the demonstration, one invoice out of a routed batch was diverted to an executive payment step because a dollar amount rule required a second signature.

How do approvers know they have payments waiting?

Email notifications are sent as invoices are routed to approvers, whether there is one approver or multiple. The notification tells them that action is needed inside PaperSave. Once in the system, an approver can open the document, view the actual invoice, add notes, and approve or reject.

Who actually executes the payments?

After the approvals are collected, the payment is sent to payment partners, who execute the payment on the customer's behalf. Approved documents are placed into a pending payment step — described as a GP pending or financial payment pending step — which signals to users that the invoices have cleared approval and have been sent to get paid.

Is there an audit trail after a payment is made?

Yes. The history of the transactions being executed flows back into the application. It is visible in the PaperSave workflow, so users can see when payments were executed, and it also appears in the ERP or financial software. In the example shown, the records could be found by going into purchasing and searching manual payments, and the audit trail is reflected both on the document and on the records inside the financial software.

Does using automated payments mean losing the ability to pay manually?

No. Customers keep the ability to cut a payment directly from their financial software if they need to. The stated intent is to automate the bulk of payments, not to prevent manual ones.

What visibility is available into payment status?

Dashboards show what is going on within the payment steps. They include outgoing payments by due date and outgoing payments past due, as well as information about payment methods, who is receiving what, and how vendors are getting paid on a timely basis.