Introduction: expense management, a performance issue

In many companies, the management of costs and expenses is still a manual process: supplier invoices are received by email, printed out, manually entered into the accounting software, filed in paper or digital folders, and so on. This time-consuming method leads to delays, data entry errors and forgotten documents, and complicates the relationship with the accounting firm.

Faced with these challenges, theautomation of expense processing is becoming a priority for companies concerned with performance, reliability and financial visibility. This is precisely where Azopio comes in, a pre-accounting solution designed to simplify the collection, organisation and processing of financial documents.

Why automate expense management?

Here are the main benefits of automating business expense management:

• Save valuable time: eliminate manual tasks (data entry, filing, reminders).
• More reliable data: fewer data entry errors, consistency of information extracted.
• Centralise all your supporting documents: no more missing documents, everything is accessible in the same place.
• Improved budget monitoring: better visibility of committed and future expenditure.
• Easier accounting preparation: all invoices are ready to be exported to your accounting tool or sent to your chartered accountant.

How does Azopio work to automate expenses?

Azopio takes action at every key stage of the supplier invoice management process:

1. Intelligent document collection

Azopio automatically retrieves your invoices via several channels:

• Emails (Gmail, Outlook…)
• Photo capture via the Azopio Snap mobile application (useful for paper invoices)
• and soon on your suppliers’ PDPs with the arrival of electronic invoicing
  

2. Automated extraction of key data

Thanks to its intelligent recognition technology (OCR + AI), Azopio automatically extracts :

• The supplier
• The amount including VAT, excluding VAT
• The date and
• The invoice number

Once the data has been extracted, you can quickly check it in your dashboard. If any information seems incorrect or incomplete, Azopio lets you change it with a single click. The intuitive interface gives you a visual indication of the essential fields and guides you through the validation of key information.

This verification stage guarantees the reliability of pre-accounting entries and considerably reduces processing errors, while leaving the user free to make any adjustments.

3. Automatic filing and intelligent search

Documents are automatically sorted into folders by supplier, period or type of expense. An advanced search function lets you find any document in a matter of seconds.

4. Real-time monitoring and financial indicators

Thanks to its integrated dashboards, Azopio gives you an overview of your expenditure, with :

• Track expenses by supplier
• Trade payables
• Settlement history
• Excel export of data
• View your cash flow and forecast
• A comparison of your income and expenditure
• etc.

5. Accounting preparation and simplified export

Azopio lets you generate accounting exports that are compatible with the main software packages on the market: Cegid, ACD, Sage, etc. These exports can be sent to your accounting firm in just a few clicks or directly uploaded to a shared platform.

To take things even further, you can also give your accountant secure access. Your accountant can then consult documents in real time, track expenses, retrieve pre-accounting entries and ask questions directly from the interface. This smoother collaboration reduces the number of emails and oversights, while ensuring that your pre-accounting is regularly updated. You save time, and your chartered accountant gets a clear and complete picture, without having to re-enter data.

Time savings and peace of mind for everyone

By automating the management of your expenses, you :

• Reduce pressure on administrative teams
• Speed up invoice validation processes
• Improve your cash flow and forecasting
• Work more efficiently with your accountancy firm
  

Conclusion: towards modern, efficient pre-accounting

Automating expense processing is no longer a luxury, it’s a necessity. With Azopio, you can structure your expense workflow, make your data more reliable and save precious time, without disrupting your organisation.