NexusPayables is your single software solution to streamline and manage the entire accounts payable process from purchase to payment. By design, the NexusPayables product is a web-based software that automates the traditionally paper intensive AP process and is recognized as the best-in-class paperless solution due to its mature functionality and ease-of-use. Whether it’s simple AP invoice automation or the complete procure to pay life cycle you’re looking for, NexusPayables can be easily configured to fit your unique business needs.

NexusCatalog enables companies to purchase products and services online. The intuitive navigation allows users to effectively browse and search multiple vendor catalogs within an organization’s approved supplier network with pre-negotiated prices. The module auto-populates a purchase order during checkout, triggering an approval workflow.

NexusPO enables organizations to better control spending through the approval of purchase requisitions prior to expenditure. The module confirms available funds and updates the budget prior to an invoice hitting the general ledger.

NexusPO dynamically routes POs for approval and displays GL budget data at the line item level for real-time budget comparisons. Approved POs are emailed or submitted electronically to suppliers.

When it comes to invoice submission, one size does not fit all. That is why Nexus Systems designed its platform to support multiple invoice submission formats. This includes e-mail, electronic submission via our vendor portal (NexusConnect), electronic invoice data receipt, OCR, self-scanning, Nexus Services bureau, etc.

Our sophisticated workflow meets the needs of any organization, regardless of the complexity of their workflow. Organizations can configure linear or concurrent workflow paths. Workflow rules can be based on multiple criteria including entity, vendor, user, role, dollar amount, general ledger code, over-budget amount, job code, contract, etc.

NexusPayables provides seamless two-way integration with general ledger and accounting systems to allow for the automated synchronization of critical financial information. Data on approved invoices is sent from NexusPayables to general ledger and accounting systems for payment.

NexusConnect allows suppliers to easily submit electronic invoices via a secure website. NexusConnect then enables suppliers to view invoice status and payment information, which dramatically reduces the time your Accounts Payable (AP) Department spends responding to supplier calls and e-mails.

Nexus Payment Services greatly reduces the time, cost and risk associated with traditional disbursement processes. Designed to work with existing banking relationships, Nexus Payment Services allows organizations to pay vendors via check, ACH or Virtual Credit Card from their GL or accounting system using a single file as part of a normal check run.

NexusPayables is your single software solution to streamline and manage the entire accounts payables process from purchase to payment. By design, the NexusPayables product is a web-based software that automates the traditionally paper intensive AP process and is recognized as the best-in-class paperless solution due to its mature functionality and ease-of-use.

NexusPayables OnTheGo makes it even easier for your managers or executives to approve payables while out of the office. NexusPayables OnTheGo is an extension of NexusPayables that provides the ultimate convenience for approvers.

The Way You’ve Always Imagined Accounts Payable

PAPERLESS. FAST. AUTOMATIC. STREAMLINED. RELIABLE. CONTROLLED.

Whether it’s simple AP invoice automation or the complete procure to pay life cycle you’re looking for, NexusPayables can be easily configured to fit your unique business needs. NexusPayables is equipped to digitally manage each aspect of the AP process including on-site purchasing, POs, sophisticated approval workflow, invoice data capture, budgets and actuals, vendor compliance, comprehensive reporting, and it seamlessly integrates with your existing GL accounting system. The NexusPayables solution is in use by companies that require a comprehensive application for the expense management control, visibility, efficiency and cost savings associated with AP automation and best practices.

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Visibility and Control

Centralizing and digitizing the AP function offers endless strategic advantages in monitoring and tracking expenditures. NexusPayables detailed search, reporting and approval logs provide the ability to track the status of POs and invoices at any point in the life cycle, and record who touches them and when. Superior to a typical document management system, NexusPayables’ interface enforces spending control by presenting allocated budget vs. actual comparisons, down to the line item level. Having real-time data at their fingertips increases the users’ accountability to stay within budget.

Save Time and Money

In fact, after implementing NexusPayables, our client base reports an average of 63% in cost savings to process invoices and a 65% decrease in the amount of time it takes. NexusPayables transforms your AP department from a cost center into a profit center by providing the technology needed to realize these attainable savings. No more lost invoices, late fees, and duplicate invoice payments and data entry. Eliminate filing, searching, copying, and compiling of paper and the additional staff to do so. Greatly minimize status inquiries, re-classing GLs, courier and expedited shipping fees, document storage expenses, and all the other hidden costs associated to a manual and dispersed AP process. Rather, start earning early payment discounts, leverage special pricing terms, and greatly improve your cash flow and the bottom line.

Comprehensive Reporting

On demand reporting is critical for in-depth analysis and maintenance of your AP operations. NexusPayables comes installed with a vast array of industry standard pre-configured performance, historical, financial and administrative reports, including a custom report builder to report on any and every field within the system. The system delivers reports in HTML, Excel and PDF, with the option to include all related scanned images, essential for CAM and audit type reporting.
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The NexusCatalog module for NexusPayables provides online purchasing of approved products and services. NexusCatalog drives compliance to use preferred vendors and automatically consolidates spend with individual vendors to capture larger discounts.

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NexusCatalog’s intuitive navigation allows users to effectively browse and search multiple vendor catalogs within an organization’s approved supplier network with pre-negotiated prices. The module auto-populates a purchase order (PO) during check out, triggering an approval workflow.

NexusCatalog provides best-in-class capabilities, including:

  • Ability to search for items across multiple suppliers and price compare
  • Assigns suppliers to locations so users only have access to their location specific catalogs
  • Auto-populates POs during check out
  • Seamlessly integrates with a supplier’s existing shopping cart (”Punchout”)
  • Allows users to save “favorite” items for faster ordering
  • Provides detailed reporting of items purchased, including non-compliant purchases
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NexusPO, NexusPayables’ automated purchase order (PO) management module, allows organizations to better control spending through the approval of purchase requisitions prior to expenditure.

NexusPO confirms available funds and updates the budget prior to an invoice hitting the general ledger (GL). POs are dynamically routed though the approval process and all approved PO data (GL code, vendor, entity, notes, approval tracking, etc.) is then instantly converted (or “flipped”) into an invoice, which removes the need for duplicate data entry and facilitates straight-through processing.

NexusPO provides best-in-class capabilities, including:

  • Creation of new POs or conversion of orders from NexusCatalog purchasing system into PO
  • Requisition of sophisticated PO approval workflow
  • Submission of electronic PO to suppliers
  • Auto-population of approved PO data in NexusInvoice
  • Validation of PO data such as vendor, price, quantity, line amount and items ordered
  • Configurable business rules for PO and invoice matching
  • Approval routing tolerances for the entire PO or to the line item
purchase_orders

NexusPO, NexusPayables’ automated purchase order (PO) management module, allows organizations to better control spending through the approval of purchase requisitions prior to expenditure.

NexusPO confirms available funds and updates the budget prior to an invoice hitting the general ledger (GL). POs are dynamically routed though the approval process and all approved PO data (GL code, vendor, entity, notes, approval tracking, etc.) is then instantly converted (or “flipped”) into an invoice, which removes the need for duplicate data entry and facilitates straight-through processing.

NexusPO provides best-in-class capabilities, including:

  • Creation of new POs or conversion of orders from NexusCatalog purchasing system into PO
  • Requisition of sophisticated PO approval workflow
  • Submission of electronic PO to suppliers
  • Auto-population of approved PO data in NexusInvoice
  • Validation of PO data such as vendor, price, quantity, line amount and items ordered
  • Configurable business rules for PO and invoice matching
  • Approval routing tolerances for the entire PO or to the line item

Nexus Invoice Capture Options – for your unique set of vendors

When it comes to invoice submission, one size does not fit all. That is why Nexus Systems designed its platform to support multiple invoice submission formats. This includes e-mail, electronic submission via our vendor portal (NexusConnect) or paper. Whether a vendor is a large multi-national company or a small business, organizations can rest easy knowing Nexus supports a submission format that meets their needs.

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NexusE-Invoice – Invoice Data Receipt

Electronic submission is the most efficient and cost-effective way to receive invoices from vendors. NexusE-Invoice makes it easy for organizations to receive and process electronic invoices, and eliminates the need for paper handling and processing.

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Nexus Services – Invoice Receipt and Processing Service Bureau

Nexus Services allows you to outsource your entire vendor invoice mail receipt, scanning and indexing function to our full-service, SSAE 16 Type II certified processing center. Nexus Services acts as your accounts payable (AP) mailroom and receives invoices on your behalf via e-mail and/or a dedicated lockbox. Nexus Services scans and indexes paper invoices into your NexusPayables. Learn more >

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NexusConnect – Vendor Portal

NexusConnect allows vendors to easy submit electronic invoices via a secure website. NexusConnect then enables vendors to view invoice status and payment information, which dramatically reduces the time your AP Department spends responding to vendor calls and e-mails. Vendors will appreciate the ease of use and no-charge to them to use the service. Learn more >

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NexusOCR – Cloud-Based Solution

An extension of our self-scanning solution, NexusOCR is a cloud-based optical character recognition (OCR) application that extracts key data from invoices scanned at your location.

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Self Scan – In-House Scanning

Self-scanning allows organizations to digitize paper invoices that arrive at their offices. Also, it enables organizations to scan and automatically index invoices into NexusPayables where they are automatically routed for PO matching and approval. Images are available for reporting and can be integrated with any GL or accounting system.

Nexus Sophisticated Invoice Approval Workflow

A ROBUST WORKFLOW ENGINE LAYS THE FOUNDATION FOR STRONG CONTROLS

NexusPayables’ workflow can be as simple or complex as your business processes require. Our system allows for a combination of workflow rule paths, which may be linear or concurrent. Rules can be based on multiple criteria including: entity, vendor, user, role, dollar amount, GL code, over-budget amount, job code, contract, etc.

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NexusPayables OnTheGo makes it even easier for your managers or executives to approve payables while out of the office. NexusPayables OnTheGo is an extension of NexusPayables that provides the ultimate convenience for approvers.

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NexusPayables OnTheGo provides the following to further enhance your payables process:

  • View and approve or reject Purchase Orders, Invoices, and Receipts from mobile devices
  • Streamline the approval process to reduce payment cycle time
  • Eliminate “bottlenecks” in the AP process because of lags in the accounts payable process due to approvers’ conflicting schedules, business trips, meetings, and busy schedules
  • Experience the ultimate efficiency in workflow and the shortest payment cycle with the ease of use NexusPayables OnTheGo provides

Nexus Two-Way Automatic Integration

Our Integration Services Team has developed proven technologies that provide the most advanced automatic two-way sharing of critical financial information between systems. Automatic two-way integration eliminates the need to input the same data into different systems and allows access of essential real-time information between systems for more informed decision-making.

For the most reliable and streamlined integration, our Integration Services Team leverages pre-defined elements, such as Application Programming Interfaces (APIs) published by other applications, to communicate and exchange data. For applications that do not offer defined integration elements, Nexus Systems creates them on their behalf in order to exchange data effectively. Learn more about our Integration Services >

The One-Stop-Shop for You and Your Suppliers

  • One place for invoicing, payment, compliance & more
  • One platform for easy supplier enrollment
  • One account profile for multiple customers
  • One community that grows and self-promotes

NexusConnect is an online portal where buyers and suppliers can connect to electronically submit and track invoices, upload and review compliance documents, and send and receive payments.

With NexusConnect your organization will have:

  • Increased Visibility:  Having trouble with invoices that are late, lost, or paid twice? Are suppliers calling often to track down an invoice or payment status? NexusConnect allows suppliers to submit invoices online, giving both parties the ability to check invoice status anytime, for fewer lost invoices, duplicate payment, worried suppliers and anxious calls.
  • Improved Efficiency: Missing invoice data and hard to read images make document scanning tools difficult to use. When an invoice is submitted through NexusConnect, it’s already indexed with high quality images for easier processing, less data entry, duplicate entry, and re-work
  • Better Communication: Most AP departments struggle to manage invoice errors or exceptions that require numerous phone calls and days to resolve. Simplify rejection and resubmission of errors, for quicker turnaround of invoices and payments.
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Nexus Payment Services offers you various electronic payment options that work with your existing banking structure. Suited to your needs, Nexus Payment Services will provide the payment gateway for you to pay your vendors out of your GL with different payment types from a single file as part of your normal check run. No more folding, stuffing, stamping or mailing. Vendors may still receive paper checks, move to cheaper and faster ACH or accept profitable Credit Card remittances.

The process is bank neutral – you don’t have to change or create redundant bank accounts with associated fees. Nexus Payment Services allows you to streamline your payment operations, reduce vendor inquiries, data entry errors and exception processing. Plus, all payment info integrates back into your NexusPayables.

NEXUS PAYMENT SERVICES FEATURES

  • Lower cost and faster processing via outsourced check printing, ACH and Virtual Credit Card payments
  • Bank neutral
  • Easy implementation – works with your current payment file format
  • New found revenue stream through Virtual Credit Card rebates

Nexus Construction and Job Cost Management Options

NexusPayables extends its accounts payable (AP) offering with the added functionality of a Job Cost or Construction Management Module for purchase orders (POs) and invoices. This feature provides:

  • Allocation of line-item level expenses to job cost and construction related codes
  • Comparison of expenses to the contract or job code budget for tighter control
  • Automatic withholding of retention amounts from the net amount due on an invoice
  • Configurable workflow rules

Job Cost and Construction Management Integration Options

NexusPayables can support multiple construction configurations that match the setup in the construction or job cost module in your general ledger (GL) or accounting system. The following fields are available for use:

  • Contract Name and Number
  • Change Order Number
  • Job Code Name and Number
  • Phase Code
  • Cost Code
  • Default GL Account
  • Retention Percentage
  • Default Retention Account

Budget Comparison for Construction Management Expenses

NexusPayables provides budget comparison against your contract or job code budgets, as defined in the job costing module of your GL system. As a user selects values, the system will automatically compare the line item amount they are entering against the budget and actual amounts spent to validate that this expense is allowable and will not go over budget. If not enough money is left in the budget, the user will be stopped and the line item will not be allowed to be added to the PO or invoice. This control helps enforce the internal policy for notification and change order process.

Document Scanning for Construction Management

NexusPayables offers users the option to scan vendor and contract related documents. All unique document types such as contracts, draw requests, lien waivers, 1099 forms, insurance certificates, etc. can be scanned, associated and categorized within the NexusPayables system for user reference. This flexibility is an invaluable tool for users who may want to reference documentation and who do not have direct access to the filing cabinets where they are housed.

Reporting on Construction Management Expenses

All of the construction management configuration fields listed on the previous page are included in our Custom Report Wizard for reporting. Using the Construction Management Module gives you valuable insight on your accrued expenses that have not yet been approved for payment and transferred to your GL system.

Many of our clients have built draw reports based on their bank’s requirements in our Custom Report Wizard. This allows you to group all of the invoices together and request a PDF of all the related invoice images in one report. Then, the invoice images can be easily attached to your construction draw requests for submission to your financial institution.

NexusPayables Automatic Integration with Your Existing General Ledger

All of the information used in the Construction Management Module of NexusPayables is automatically pulled from your GL accounting or construction system. All invoices that are allocated to a contract or job code within NexusPayables will be transferred to the specified location in your GL system for update and payment.

Comprehensive Reporting

On demand reporting is critical for in-depth analysis and maintenance of your AP operations. NexusPayables comes installed with a vast array of industry standard pre-configured performance, historical, financial and administrative reports, including a custom report builder to report on any and every field within the system. The system delivers reports in HTML, Excel and PDF, with the option to include all related scanned images, essential for CAM and audit type reporting.
mobile_app

NexusPayables OnTheGo makes it even easier for your managers or executives to approve payables while out of the office. NexusPayables OnTheGo is an extension of NexusPayables that provides the ultimate convenience for approvers.

mobi

NexusPayables OnTheGo provides the following to further enhance your payables process:

  • View and approve or reject Purchase Orders, Invoices, and Receipts from mobile devices
  • Streamline the approval process to reduce payment cycle time
  • Eliminate “bottlenecks” in the AP process because of lags in the accounts payable process due to approvers’ conflicting schedules, business trips, meetings, and busy schedules
  • Experience the ultimate efficiency in workflow and the shortest payment cycle with the ease of use NexusPayables OnTheGo provides