How to Add Time into Your Staff Members’ Day - Financial Operations Network
Have you measured the time your P2P staff spends answering vendor and internal inquiries? Suppose you could add that time back to your staff members’ days? You can.
vendor inquiry,save time, invoice status
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How to Add Time into Your Staff Members’ Day

How to Add Time into Your Staff Members’ Day

Ever feel like there is not enough time?

Probably all of us sometimes find our relationship to time a challenge, whether specifically at work, or just life in general. There are a lot of words written, including not a few songs[1], about time: saving time, capturing time, mastering time or being run over by time. A search of the web will return a number of articles, many of which address particularly the psychological aspect of feeling time pressure — helpful steps to master the feeling of “not enough time.” And there are recommended steps on how to better manage your time. Of course, you probably don’t have enough time to check them out!

A big aspect of time worry is your state of mind. And let’s face it, most of us would benefit from tips like getting sufficient sleep, prioritizing and planning, and focused work vs. multi-tasking.

But sometimes there actually is something you can do to save time. To be specific, you can eliminate work that is probably taking your staff more time than you realize. Did you know that studies have shown that dealing with supplier inquiries can use up to as much as 24 percent of a staff member’s time?

Have you measured the time your AP staff spends answering vendor and internal inquiries? Do you know how much time that is? If you have two staffers who each spend just 15 percent of their time on vendor inquiries, it’s taking up 12 hours of their week. Twenty percent of their time? That’s a whole day for each or two days between them! And if you hit that 24 percent mark, that’s over 19 hours a week.

Suppose you could add that time back to your staff members’ days? You can by implementing supplier self-service. In a study of AP customer inquiries 80 percent are found to be simple, such as: Did you get our invoice? When will it be paid? Has it been paid? These questions are ideal for vendor self-service. By implementing vendor self-service, you can remove 80 percent of inquiries from the queue, substantially cutting down the time your staff spends fielding them.

Consider not just the time to respond to the call or email, but the distraction factor—that’s the time it takes to refocus and get back on pace on the work they were doing prior to the interruption of the inquiry.

Years ago multi-tasking was hailed as the way to achieve success, but that has since been debunked. Very few people are gifted with the talent to multi-task well. By far most of us are better when we’re focused. Focusing on one task at a time is more productive than attempting to juggle multiple tasks. So just enabling your people to keep focus can improve productivity.

But with vendor self-service, you not only remove the distraction of the interruptions of vendor inquiries (to you and to purchasing, whom vendors often call first and who in turn contact you), you remove most of the interruptions themselves! And you allow your staff to focus on those inquiries that are real problems that need solving.

So you gain in a couple ways. And one of those ways is actual time saved through the removal of 80 percent of the inquiries. So while it may add something to your “to do” list now, the payoff in looking into and implementing vendor self-service will pay back in saving your staffers’ time in the future. And that’s Time Well Spent (yup, there’s a song for that too!).

To see how InvoiceInfo’s vendor self-service solutions can benefit your operations and your company click here to request more information or call (678) 335-5735.


[1] To name just a few:
Pink Floyd – Time
Enya – Only Time
Jim Croce – Time in a Bottle
Hootie & the Blowfish – Time
Coldplay – Clocks
Hans Zimmer – Time (from Inception)



Stop Calls and Emails, Enhance
Service and Increase Profit!

InvoiceInfo saves labor hours and cost by helping suppliers and internal staff easily and instantly get answers online to their invoice-payment questions.

If you are like many finance leaders today, you are being challenged to reduce costs more quickly. InvoiceInfo delivers real bottom-line results almost immediately, allowing you to deploy your customer service staff to focus on more productive, bottom-line oriented tasks.

Let us show you how InvoiceInfo's vendor self-service portal can help your organization eliminate invoice inquiry emails and calls while enhancing service to your accounts payable customers.

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Get Up and Running Quickly and Seamlessly

InvoiceInfo and VendorInfo are standalone applications that can be up and running in as little as two weeks, with little or no IT resources required.

The faster your online portal is up and running, the sooner you will start reaping the benefits. InvoiceInfo and VendorInfo are dedicated solely to helping AP and procurement departments slash the time and expense of servicing vendors, while improving customer service for their suppliers.

InvoiceInfo and VendorInfo are simple solutions with big results. They are easy to implement and easy to use. Here’s how one customer described the process: “You give vendors a URL, provide instructions about what they need to know and tell them to go use it.” It really is that easy.

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Improve Productivity with a Self-Service Solution

For most organizations, deploying a technology solution is a significant investment, and like most investments, the decision point ultimately comes down to the expected return on that investment.

According to a recent benchmark study by The Accounts Payable Network, 60% of AP customer service calls are from vendors while 40% are from internal customers. Vendor issues actually make up even more of the AP call volume than the 60% identified. Many times when a vendor has an issue, the vendor contacts their buyer or purchasing representative, who in turn contacts AP. Even though the call comes from an internal customer, the question originated with the vendor.

Vendor calls affect productivity in your organization exponentially. When vendors call the requisitioner, they are affecting that person’s productivity. Your internal customer’s productivity shrinks when fielding the vendor’s call and again when making the follow up call to AP and getting back to the vendor. Finally, AP’s productivity suffers as a result of the internal customer’s call, the payment status research and the follow-up communication.

With a minimal investment of IT time and talent, you can start reducing customer service calls and expense in a matter of weeks. In addition, you improve vendor relations since you are giving your vendors what they want — answers to their questions immediately — a win-win for everyone involved!

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Easy and Economical Solution to Serve Vendors Around the World

InvoiceInfo can help you provide best-in-class customer service to your vendors around the world at a fraction of the cost.

Many organizations today have offices and operations throughout the world and are dealing with many time zones, different languages, and in some cases multiple ERP systems. InvoiceInfo currently supports different languages and can easily work with multiple ERP systems in different locations.

The key to good customer service is to provide the information that the customer wants when they want it. Whether your customer is a vendor waiting for a payment or a colleague that needs information on payment status, they want their information right away. If your organization has vendors and offices in other countries, they can be challenging and expensive to serve. But, with InvoiceInfo, your international vendors and internal customers can access the information they need when they need it.

With InvoiceInfo, you won’t have to staff your customer service team with 24-hour coverage in multiple languages to provide high-quality customer service around the world.

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Enhance AP’s Role As a Strategic Partner

Learn how InvoiceInfo can help AP do more with less while continuously improving productivity and bottom-line results.

Many automation technologies such as scanning, workflow, e-invoicing, ACH, and electronic invoicing require significant investments of money, time and talent, making it difficult to get buy-in from upper management. Not InvoiceInfo!

If your goal for your AP department is to reduce costs quickly, call or email us today to learn more about how InvoiceInfo can help you achieve this goal through a quick, inexpensive and easy implementation of a vendor self-service portal.

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Enhance Vendor Relationships

InvoiceInfo helps suppliers’ AR departments with simple and convenient access to invoice payment status online at a cost savings for all involved.

It may seem that the organization paying the vendor should hold all the cards in the relationship. But sometimes the opposite is true. Past-due payments and customer service perceptions can harm supplier relationships and disrupt the supply chain.

Your vendors and vendor relationship managers are living in a dynamic, fast-paced environment, so when invoice information is required, it is needed quickly and expected to be of high quality. With InvoiceInfo, your suppliers get answers to invoice inquiries real time, 24/7 with no need to leave messages and wait for responses. Studies show that confidence in data increases when suppliers access invoice and payment information themselves.

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Give Procurement and Buyers the Tool They
Need to Respond to Vendors Quickly

Not only can InvoiceInfo be used by suppliers to learn the status of invoice payments, it can also be used internally within your organization.

In addition to reducing calls from vendors regarding invoice status, you can also reduce internal emails and calls from co-workers wanting to learn the status of invoice payment, and save time and effort and boost efficiency and productivity across the organization. Studies show that 40% of AP customer service calls are from internal customers. Many of these are from requisitioners who have received calls or emails from the supplier checking on payment status. These calls are often more expensive for the company because the internal staff member has taken the call or received an email from the supplier, contacted AP for the payment status and had to return the call or email the supplier.

By providing the vendor with a convenient and credible online option to get the answers it needs regarding payment status, you can eliminate multiple calls/emails between the vendor and the requisitioner saving time and money.

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Eliminate Difficult Vendor Calls and See
Productivity and Staff Morale Soar

Reduce invoice payment inquiries and “promote” your vendor service team to more satisfying and profit-producing tasks.

By sharply reducing inbound calls and emails regarding receipt and payment status that your AP staff must handle individually, your staff can focus their efforts on more productive, cost-saving activities, learn new tasks, feel more confident and boost their careers.

According to a recent American Express survey on customer service, more than one-third of consumers have lost their temper with a customer service professional in the past year. Of those who lost their temper, three in ten “hung up the phone.” Your staff will no longer have to deal with difficult collectors who can be upsetting and disruptive. Your staff will feel that their time and talents are being put to better use and will feel better about themselves, their jobs and their organization. Reducing these calls can be a real productivity and morale booster for your AP department!

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Simplify and Streamline Vendor Onboarding

According to Price Waterhouse Coopers, the average organization spends about $20 in labor to file each paper document, approximately $120 in labor searching for each misfiled document and $220 in re-creation of a document.

Wouldn’t it be great to have all your W-9’s, W-8’s and other registration documents completed online and instantly filed online for easy access when needed? With Vendor Self-Service Onboarding Module, VendorInfo, you can onboard your new vendors in one convenient location and eliminate paperwork and hassles.

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Verify the Accuracy of Vendor Information and Stay in Compliance with IRS and Treasury Department Regulations

Government regulators are increasing the complexity of regulations and penalties associated with vendor-related non-compliance.

Penalties for incorrect 1099’s have more than doubled in recent years. Over the last several years, OFAC has levied more than $1 billion in fines against American companies or subsidiaries that did business with restricted businesses, organizations and individuals on its SDN list. In addition to fining these companies, the Treasury Department posts the names of infringing organizations along with fines paid.

VendorInfo Onboarding Module verifies the accuracy of vendor information and helps protect your organization by avoiding embarrassing penalties and fines.

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