Overcoming ERP Limitations in Vendor Invoice Processing with Multi-Site Assignments

Managing vendor invoices is a bit like juggling, where you’re always trying to keep everything in the air. But when your business operates across multiple locations, the juggling act gets even trickier. You’re not just keeping track of one vendor’s invoice — you’re managing multiple sites, payments, and deadlines. And while you may rely on an enterprise resource planning (ERP) system to keep some of your workflows on track, your ERP may not be able to handle multi-site assignments for vendor invoices.

At Nimbello, we've heard firsthand how challenging multi-site management can be using only an ERP. That's why we provide your team with the tools and resources they need to succeed. Our AP automation solutions make handling multi-site assignments a breeze, from matching invoices and purchase orders to scheduling payments.

The Challenge of Multi-Site Vendor Invoice Processing

One of our customers, a service provider with several locations, recently faced a big challenge: their ERP system couldn’t easily handle invoices linked to multiple sites under a single vendor.

Their ERP system struggled to process their high volume of utility bills, each associated with a different location. Because their ERP only recognized invoices at the vendor level, not the site level, the AP team had to manually match each invoice to the right location.

With hundreds of invoices flooding in monthly, the risk of service shut-offs due to late payments was high. And while they tried to ensure timely payments through direct debits, they faced a roadblock when it came to reconciliation and resource management.

Why does this matter? If your AP team can’t quickly assign invoices to the correct sites, vendors might not get paid on time. Late payments can damage vendor relationships, lead to penalties, and even disrupt important services.

The Limitations of ERPs for Vendor Invoice Assignments

ERPs are great tools, but they have limits. When it comes to handling vendor invoices across different sites, they often fall short in key areas:

• Lack of site-level detail. Many ERPs only store vendor-level data, making it hard to assign invoices to specific locations. For companies with many sites, this is a big challenge.
• Manual intervention. Without automation, AP teams have to manually match invoices with site information, adding extra work and increasing the risk of mistakes.
• Complex vendor relationships. Vendors, like utility providers, often have multiple addresses tied to different service sites. ERPs struggle to handle these relationships, which can lead to missed payments or incorrect allocations.

How Nimbello Streamlines Vendor Invoice Processing

Nimbello is changing the way businesses manage vendor invoices, especially when it comes to handling multiple locations. Our solution works with your ERP system to automate vendor invoice processing and eliminate the need for manual effort.

Here’s how it works:

• Smart IDR (Intelligent Document Recognition). Nimbello’s IDR engine captures important details from each invoice, including the invoice number, date, amount, vendor name, and site address. This makes it easy to assign invoices at both the vendor and site levels.
• Site-to-vendor mapping. Using powerful lookup features, Nimbello automatically matches each invoice to the correct service location. This ensures accurate assignment and timely payment.
• Automated processing. After the invoice is matched to the right location, Nimbello sends the data back to your ERP. This allows your AP team to process invoices confidently —without having to manually assign each one.

The Benefits of Automating Vendor Invoice Processing

Automated invoice processing is a game-changing way to create more efficiency in your workflows. It offers a variety of benefits, including:

• Improved accuracy. Automation ensures every invoice is assigned to the right vendor and location, reducing the chances of errors.
• Faster processing times. Without manual processes slowing things down, your AP team can process invoices faster, ensuring vendors get paid on time and services continue without interruption.
• Stronger vendor relationships. Accurate and on-time payments help maintain good relationships with your vendors, leading to better terms and fewer disputes — which is especially important for long-term partnerships.
• Reduced risk. Automating data entry and invoice assignment lower the chance of mistakes that can lead to penalties or service shutdowns.
• Scalability. As your business grows, so will the number of invoices you need to process. AP automation solution sscale easily, so your team can manage more invoices without stress.

Unlocking the Full Potential of Your ERP with Nimbello

While ERPs are powerful, they aren’t perfect — especially when it comes to processing vendor invoices for businesses with multiple locations. Nimbello’s AP automation solutions fill these gaps, helping your AP team process invoices quickly and accurately — no matter how many locations your business has.

Nimbello takes the burden of vendor invoice processing off your team’s plates, so they can focus on more strategic tasks. Learn more by contacting us today!