Insights dashboards: Invoice Process Discovery

Summary: Invoice Process Discovery dashboard provide end to end  visibility on your invoice process. ​In this dashboard you can see the flow of your invoices and analyze each configuration, document type, or invoice type separately​.  The purpose of this dashboard is to provide in-depth visibility on touches done in the process – where what and who causes them​ so that you can take measures to reduce or eliminate them. 



1. Process Key Metrics

​​This section provides an overview of the key metrics that influence your invoice process.​

1.1. Touchless

Shows the proportion of touchless and non-touchless invoices for the total volume of invoices. Touchless invoices are the invoices that go straight through without human intervention.

How it's calculated?

Please refer to Touchless Invoice Processing dashboard documentation.

1.1.1. Touchless trend:

Monthly breakdown of touchless rate.

How it's calculated?

Touchless invoice rate is calculated per month. Please refer to Touchless Invoice Processing dashboard documentation for touchless rate calculation.

1.2. PO Coverage

Shows the proportion of invoices associated with POs/SPs and non-PO invoices for the total volume of invoices. 

How it's calculated?

Invoices that has at least one coding row generated during PO/SP matching are PO/SP invoices. The rest are non-PO invoices.

1.3. E-invoice

Shows the Proportion of e-invoice and non-e-invoices for the total volume of invoices

How it's calculated?

Please refer to Touchless Invoice Processing dashboard documentation.

1.4. On-time payment

Shows the distribution of invoices that are paid on-time and not paid on-time.

How it's calculated?

Please refer to Touchless Invoice Processing dashboard documentation.

You can hover over the graph to see the number of invoices as well as the percentage of invoices for each section of the bar graph.​

How to Use this section:

​Selecting a section of the bar graphs updates the entire dashboard to reflect the selection made e.g. When you select e.g., Touchless rate (false), the entire dashboard will show you data regarding invoices that are not touchless.​

A user can make multiple selections e.g., select Touchless rate (false), meaning not touchless invoices, then select PO, then select E-invoice (true) - In this case, the dashboard will show data on Electronic PO invoices that have had manual intervention​.


2. Actions

This section provides a view into how manual actions are distributed across invoices as well as the trend of manual actions.​

2.1. ​Invoices by action count

This section shows the volume of invoices (y-axis) grouped by the number of times they have been touched (x-axis). ​

How it's calculated?

Every action done during each invoice processing activity are flagged either as automatic or as manual in action log. Number of manual actions undertaken for each invoice is summed and  Invoices are grouped according to number of manual actions.

2.2. ​Manual actions trend

This section shows the average number of actions per invoice by month.​

You can hover over the graph to see the total number of actions as well as the avg. Number of actions. ​

How it's calculated?

Number of actions per invoice per month is calculated by dividing total number of manual actions for all the invoices processed per month by number of invoices processed in the month.


How to use this section:

Invoices by action count aims to provide one of many dimensions by which you can focus on your low hanging fruits to reduce the number of manual interventions on your invoices. ​

By selecting 1 touch invoices for instance, the dashboard shows you which suppliers’ invoices have been touched once, most frequent action(s) on these invoices and the users who have touched these invoices.​

Manual actions trend helps to identify whether taken actions have reduced the manual actions taken on invoices. ​


3. Understand your invoice journey

How it's calculated ?

How to use this section:

Selections made on the KPIs will filter the process map. E.g., if Touchless = False is selected, the process flow for non-touchless invoices can be seen. Similarly select a document type e.,g, PO invoices from PO coverage KPI bar. Process map will filter accordingly.

Any selection on the map will filter the entire dashboard. Widest circles in the map shows the activities where invoices spent most time on. By selecting such an activity in the map, all the manual actions during that activity can be seen from manual action list.

Similarly Corresponding supplier can be seen from the supplier list which gets filtered by the selection in the map.


4. Analyze your process by supplier

This section provides a view to your suppliers that allows you to analyze each supplier and sort the entire list by ​

How it's calculated?

Supplier name is obtained from invoice data. All the invoices where supplier name matches a given supplier is summed to get the total number of invoices per supplier.  Total value of invoices is the sum of values in all the invoices for supplier.  Total number of actions and actions per invoice are calculated from all the actions for all the invoices of the supplier.

How to use this section:

This section can be used to start your analysis based on any of the above mentioned measures. For instance, you can sort out the list to see the supplier with the highest number of invoices. Selecting this supplier will update the entire dashboard. This allows you to see touchless rate, PO coverage rate, e-invoice rate and on-time payment. The other sheets on the dashboards are updated accordingly to allow you to see the typical invoice flow for the selected supplier’s invoices​

This section enables you to identify the suppliers who frequently send invoices that need a lot of manual work. Focusing on improving the data, invoice format, or process with these suppliers could greatly improve your invoice KPIs. By looking at suppliers with the most total invoices, you can make sure that you're getting the most impact from your improvement efforts.​

Click any supplier to show only data related to that supplier in all lists and visualizations.​


5. Analyze your process by action

How it's calculated?

Actions are allocated to their respective activities based on the time when the action was executed. Allocation considers the start time and completion time of the activity in question. ​All the manual actions for all the invoices processed during the reporting period are considered for the calculations

How to use this section:

Use this list to identify the most common manual actions. Then you can take steps to automate them and improve your touchless invoice KPI.​

Click any action to show only data related to that action in all lists and visualizations.​


6. Analyze your process by user:

This list shows all users who have performed actions on invoices in the selected time frame. Next to each user's name, you can see the total number of actions they have performed, the number of invoices they have worked on, and the average actions per invoice. ​

How it's calculated?

Name of the user who has performed an action to process an invoice is obtained from action log. All the actions done by a user,  the number of invoices they have worked on and average actions per invoice are calculated from this data


How to use this section:

Select your most active users to see their frequent actions and which suppliers' invoices they work with the most. Automating tasks that these users perform will reduce processing costs and free up resources for more value-added work.​

Click any username to show only data related to that user in all lists and visualizations.​

Personal users are indicated using lighter shade for the bars on the chart while professional users are indicated using darker shade for the bars on the chart.​