Comprehensive Invoice Processing & Record Management

We handle all your supplier invoices from the moment they arrive, ensuring they're processed accurately and filed systematically.

This isn't just about data entry – we verify invoice details against purchase orders, delivery dockets, and contracted rates to catch any discrepancies before they become problems. Our processing system ensures every invoice is properly coded to your chart of accounts, allocated to the correct cost centres or jobs, and captured in your accounting system promptly.

We maintain detailed digital and physical filing systems that make it easy to locate any invoice when you need it, whether for warranty claims, tax purposes, or supplier queries.

What our invoice processing includes:

• Verification of invoice accuracy against orders and agreements
• Proper coding and allocation to cost centres or projects
• Digital filing with easy search and retrieval capabilities
• Integration with your existing accounting software
• Flagging of unusual charges or pricing discrepancies
• Preparation of monthly creditor reports showing what's outstanding

Supplier Statement Reconciliation & Dispute Resolution

One of the biggest headaches in accounts payable is when supplier statements don't match your records. Maybe they've missed recording a payment, included charges you don't recognise, or there's a disagreement about payment terms. We take care of all supplier statement reconciliations, identifying and resolving discrepancies quickly and professionally. Our reconciliation process catches issues like duplicate invoices, incorrect pricing, missing credits, or payments that haven't been allocated correctly.

When discrepancies arise, we handle the communication with suppliers to resolve them, maintaining detailed records of all correspondence and agreements reached. This proactive approach prevents small issues from becoming major problems and ensures your supplier relationships remain positive even when disagreements arise.

Strategic Payment Processing & Cash Flow Optimisation

We don't just pay your bills – we manage your payment timing strategically to optimise your cash flow while maintaining excellent supplier relationships. This means taking advantage of early payment discounts when they make financial sense, scheduling payments to align with your cash flow cycles, and ensuring you never miss payment deadlines that could damage supplier relationships or incur penalties.

Our payment processing includes preparing payment batches, issuing remittance advices to suppliers, and maintaining detailed payment records for audit purposes. We work with you to establish payment approval processes that give you control over cash flow while ensuring urgent payments aren't delayed.

For businesses with seasonal cash flow variations, we help develop payment strategies that maintain supplier goodwill during tight periods while taking advantage of improved cash positions during busy times.

Organised Filing & Document Management Systems

Proper invoice filing might seem like a basic administrative task, but when you need to find a specific invoice months later – for warranty claims, tax audits, or supplier disputes – you'll appreciate having a systematic approach. We establish and maintain comprehensive filing systems that make document retrieval quick and easy.

Our filing system includes both physical and digital components, with invoices scanned and stored electronically for easy searching while maintaining physical files as backup. We organise everything by supplier, date, and reference number, creating cross-references that make it simple to locate documents regardless of how you search for them.

This systematic approach has saved our clients time and effort when dealing with ATO audits, insurance claims, or supplier queries, because we can locate any document within minutes rather than hours or days.