eDocs
eDocs takes the paperwork out of your day-to-day finance work — invoices, expenses, remittances and statements, handled electronically from the moment they land in your inbox.
Key Benefits
- Cuts invoice processing time and cost significantly
- Faster, more accurate coding than manual data entry
- Paperless approval, wherever your approvers are based
- Built-in duplicate and PO-matching checks
- Full visibility from arrival to approval
- Automatic PDF attachment to the posted transaction
- Smoother month-end with invoices processed as they arrive
The Real Cost of Manual Invoice Processing
Research consistently shows manual invoice processing costs more than double what an automated process does — commonly quoted at over £12 per invoice by hand versus under £5 once eDocs is in place. For businesses processing hundreds of invoices a month, that gap adds up fast, and it’s one of the quickest wins we point clients towards when scoping a Greentree implementation.
A Paperless Process From Inbox to Approval
eDocs pulls each invoice PDF electronically from your inbox straight into Greentree and routes it for coding and approval, with the original PDF shown alongside a simple coding screen. There’s no data entry — you tick the account codes that apply, and a ‘recently used’ list makes coding invoices from regular suppliers quicker still. The whole thing takes seconds, and it’s straightforward enough that even the most reluctant manager finds it easier than paper ever was.
Remote coders and approvers get the same speed and accuracy, with none of the re-keying, scanning, posting or courier runs that paper-based approval chains usually involve.
Fewer Errors, Built In
eDocs checks every invoice for duplication — not just by invoice number, but by date, value and the size of the related PDF — so you won’t pay the same invoice twice. You can enforce two or three-way Purchase Order matching so nothing gets passed for payment without a match, and you can restrict which account codes are available for each supplier, so an invoice from an office supplies company only ever offers up stationery-related codes. Fewer options, fewer mistakes.
Know Exactly Where Every Invoice Sits
From the moment an invoice lands in an inbox, you can see when it arrived, who it was routed to, and where it’s currently sitting. Nothing gets lost between coding and approval. Once it’s coded, approved and posted to the supplier’s account, the original PDF attaches automatically — so the full record is there without any extra work on your part.
Expense Claims, Minus the Shoebox of Receipts
eDocs handles expenses the same way it handles invoices. Receipts get emailed in — a photo from a phone works just as well as a scan — and claims with no receipt at all, like mileage, can be keyed in manually. Categorising and coding is a case of selecting the expense category and ticking the account or accounts it should be coded to, whether that’s a general ledger account or a job for recharge, and you can do this as you go, when a claim is raised, or in one pass against the monthly credit card statement.
Completed claims go electronically to a manager, or to multiple approvers for line-level sign-off, with the receipt image, the coding and warnings about duplicates or unusual items all visible at approval. If a company card is used for something personal, or goes over the threshold for a category, eDocs can recharge the employee automatically.
Customer Remittances, Matched Automatically
This part of eDocs pulls remittance advices sent in by your customers straight from your email system into Greentree, and lets you mark which invoices are being paid — in full or in part — and when. You get visibility of what’s due to land and when, and once the payment actually comes through, matching your receipt to the remittance (or creating it automatically during bank statement entry) is a quick step rather than a reconciliation project.
Supplier Statements Reconciled, Not Just Filed
Supplier statements get pulled into Greentree directly from your inbox, so you can reconcile them against what’s already been entered into your system. Payment runs can be routed to approvers electronically too, wherever they’re based, with the supplier statement, the invoice PDFs and the purchase order approval details all visible together.
OCR: Turning Paper Into Data Automatically
For businesses still handling a large volume of paper invoices, eDocs’ OCR option uses cloud-based Optical Character Recognition to extract the key details — supplier, invoice number, date, value and PO number — straight from the scanned PDF, with no manual data entry required. The resulting eDoc is then coded, approved and reconciled exactly like any other invoice that arrives by email, cutting both the time it takes to process and the risk of manual entry errors.