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Daily struggles in finance & procurement (part 4) - Paper invoices and holidaymakers

Daily struggles in finance & procurement (part 4) - Paper invoices and holidaymakers
It's the end of the month. The payment must go out today. But the only person who can approve? They're relaxing on the beach in Spain. No replacement, no notice. And you? You can't do anything.

Struggle 1: Delay in the approval process

"Deadline for payment, but the approver is on holiday."

The entire payment process often depends on a single person. If they are absent – due to holiday, illness or simply busy – everything stalls. No approval means no payment of invoices. And that leads to: 

  • Financial penalties and interest - Paying late costs extra money immediately. 
  • Delays in deliveries or projects - Suppliers will only deliver again after payment.
  • Loss of bargaining position - Paying late damages your reliability as a customer 

How do you solve this? Smart workflows with automatic substitution. With smart workflow rules, you specify who substitutes in case of absence. You make sure that invoices are automatically forwarded or that reminders are sent on time. This way, the process keeps running – even when someone is on holiday. 

Daily struggles in finance & procurement (part 3) - order has been delivered, but by whom was it received2

Struggle 2: A slow and error-prone invoicing process

"Why do we still need to process paper invoices?"

It sounds old-fashioned, and it is. But organisations still receive invoices by post or as loose PDFs. That means manual entry, scanning, checking… And hoping everything goes well.

Consequence?

  • High error rate – Manual typing and scanning quickly lead to mistakes.
  • Slow processing – Each step takes unnecessary time.
  • No overview – Difficult to see what is still open or urgent.

Solution: take the step to e-invoicing now Start with e-invoicing via XML, scan & recognition, or automatic integration. Digitalise the entire process and drastically reduce the error margin. This way, you keep control of your cash flow and are ready for the future.

From bottleneck to flow

Without digital processes, you'll remain stuck in delays and manual work. With Qobee, you streamline your workflows, ensure automatic replacement, and say goodbye to paper invoices. So approvals never delay again and your payments are on time – even when the sun is shining.

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