Managing paper receipts bogs down law firms’ day-to-day workflow. Accounting staff spend extra time finding vendor receipts for billing, hand-redacting irrelevant line items, and making copies. Attorneys lose precious billable time waiting for staff to dig out receipts when backup is needed. As the years go by, the firm must pay for an ever-growing amount of paper storage.
Orion’s AP Imaging Module frees you from wasted time and money by digitizing receipt management. Workflows are simpler and cleaner. Finding documentation is faster and easier. And it all adds up to more time to bill and less wasted effort.
What is the AP Imaging Module?
AP Imaging is an Orion module that saves digital images of receipts so that any authorized user can view and use them. Common use cases include cost documentation for client billing and backup for internal AP processes. AP Imaging maintains a secure digital archive so you can quickly access any receipt, even years later.
Digitize receipts on the fly
It’s easy to integrate AP Imaging into your existing workflows. Here’s how it works.
When inside AP Voucher Entry, staff can upload a digital image of the backup for the voucher. If the voucher is associated with a matter, and the client on that matter requires imaging, the system will prompt for an image. Staff can attach the receipt images on the fly, so there’s no need to store a paper copy.
If a receipt is in paper format, it is scanned and the digital file is uploaded. Receipts that arrive electronically can be uploaded directly.
Attach, review, and redact receipts digitally
Once the receipt is stored in AP Imaging, the entire receipt management process can be handled electronically.
When accounting staff generate prebills, they have access to billing notes that indicate if a client or e-billing company requires receipts, so they can make sure images are attached. If the receipt applies to multiple clients, staff can quickly digitally redact the receipt so only the client’s costs are visible.
Receipt images are included when the prebill goes to the attorney so the attorney can verify that all charges are correct. If images are missing, the system adds a notification to the prebill, and in Bill Prep, so the problem can be corrected before invoices are created.
After the prebill is approved, accounting staff can include the appropriate images with the client invoice. The digital receipts can be printed, emailed, or included in an e-billing file, depending on the client’s billing preferences.
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Maintain a secure digital archive
There’s no need to keep a paper copy when a receipt is stored in AP Imaging. Both the image and its contextual information are electronically archived and can be used as backup whenever needed. Any authorized user can get instant access to the image files from Matter Status (via invoice reprints), Vendor Status, GL Transactions, and Online Statements.
For example, if a client calls with a question about a cost on the invoice, the attorney doesn’t have to wait for accounting to find and deliver the backup. Instead, they can pull up the receipt in real time and immediately answer the question. This protects attorney time and speeds up collections.
Take back your time with the AP Imaging Module
Every Orion product is designed to protect your time and increase your firm’s prosperity. If you’re already an Orion user, it’s easy to add the AP Imaging module to your current services. If you’re ready for a change from your existing software, we’d love to show you how we can increase efficiency and profitability at your firm. Schedule a free product tour today!