Invoice Capture
onPhase's AI and human-in-the-loop validation work together to read header and line-item invoice details, including handwriting, with up to 99% accuracy. When the AI gets it wrong, onPhase's own team handles the exception before it ever reaches your AP team.
Automated Invoice Management
Validate and route invoices through approval rules as simple or as complex as your organization needs. Configure by amount, vendor, department, GL code, or location. See exactly where every invoice is in the process, and where it is getting stuck, before it becomes a problem.
PO and non-PO Matching
2-way, 3-way, and 4-way PO matching catches overpayments and discrepancies at the line level, before the approval step. Exceptions are flagged automatically. No more duplicate payments or missed short shipments.
Embedded Payments
Pay vendors without leaving the platform, so your team stays focused and efficient. Cash flow visibility is built in so you can see what's ready to pay, what's in process, and what's cleared in real time. That's real-time cash-flow visibility. Virtual card adoption generates rebates through your supplier network that can offset software costs. Suppliers can check payment status in the portal, which means fewer calls to your AP team and stronger vendor relationships
Reporting and Intelligence
Real-time reporting built into the platform gives finance teams live intelligence on their AP data from day one. No setup project. No data warehouse required.
Four pre-built dashboards are ready immediately: Invoice Aging shows where invoices are stuck by age and vendor, Approver Aging surfaces who is holding things up and what it is costing, Invoice Monitor tracks every invoice through the approval cycle in real time, and Vendor Spend Snapshot shows where every dollar goes by supplier and over time.
Supplier Communication
Communicate with suppliers directly inside the platform to resolve discrepancies, share payment status, and address open questions, without the email chain. Suppliers get real-time visibility into where their payment stands. Your AP team stays focused.
Built-In Security
SOC 1 Type II, SOC 2 Type II, HIPAA, and NACHA compliant. Role-based access controls, separation of duties, and a time-stamped audit trail on every capture, approval, and payment.
Seamless Integrations
onPhase integrates with the ERPs and dealer management systems (DMS) systems your team already runs, including NetSuite, Microsoft Dynamics, Procede, CDK, Karmak, Dealertrack, and Tekion, Sage, SAP, Infor, eand more!
CUSTOMER HIGHLIGHT
"onPhase provided us with the professional confidence and expertise we needed to revamp our requisition process, without sacrificing valuable resources to get the job done. I no longer worry about my requests getting to the right people in time or the need to be at my desk to sign off on urgent purchases."
- Jim Miller - CIO | Operation PAR
Learn how Operation PAR gained speed and visibility through AP Automation and Document Management with onPhase.
What does an onPhase AP automation implementation involve?
onPhase scopes every AP automation implementation to your invoice volume and existing accounting and ERP systems rather than running a one-size-fits-all rollout. It supports phased migrations and multiple integration methods, including API, secure file drop, and direct access, so your accounts payable team can bring the platform online in stages.
Which ERPs does onPhase integrate with natively, and what does that mean in practice?
onPhase integrates natively with NetSuite, Microsoft Dynamics 365 and Business Central, Sage, and Acumatica. For dealer management systems, onPhase is a certified API partner with Procede / Excede, CDK, Karmak, Dealertrack, Tekion, HBS, and DIS. Integration is bidirectional: invoices, approvals, vendor records, and GL codes sync in real time, so your AP team runs the full accounts payable process without rekeying data or managing version-control issues between systems.
How accurate is onPhase's AP automation invoice data capture?
onPhase's AP automation uses human-assisted AI to capture header and line-item invoice detail with up to 99% accuracy. Its smart capture reads complex invoice formats, handwriting, and multiple languages, and flags exceptions before they reach your ERP, reducing manual data entry for your accounts payable team.
Can we configure approval rules by amount, department, vendor, or GL code?
Yes. onPhase routes invoices through custom, rules-based invoice approval workflows that can be configured by amount, department, vendor, or GL code, so accounts payable approvals follow your organization's policies automatically. Mid-market companies can route by entity, cost center, or business unit and build approval hierarchies that match their org structure without IT involvement. Mobile approvals and automatic delegation keep the workflow moving when approvers are out.
What payment methods does onPhase support, and how do rebates work?
OnPhase supports ACH, check, virtual card, and wire, all from within the same AP workflow and synced back to your ERP. Virtual card adoption generates rebates through your supplier network that can offset or exceed software costs. Once payments are released to onPhase, liability transfers to us. Built-in controls hold payments on insufficient funds or missing documentation before funds move.
How is onPhase AP automation priced?
onPhase AP automation pricing is tailored to your invoice volume, the modules you need, and your ERP integration requirements. Pricing is provided as a custom quote following a short scoping call or demo.
What compliance certifications does onPhase hold?
onPhase is SOC 1 Type II, SOC 2 Type II, HIPAA, and NACHA compliant, backed by more than 25 years supporting finance teams. For IT and security teams, SOC 2 Type II is typically the gate for vendor approval and covers data security controls, access management, and audit readiness. For healthcare organizations processing invoices alongside patient-adjacent financial data, HIPAA compliance applies to how that data is handled throughout the AP workflow. For finance leaders and treasury teams, NACHA compliance covers ACH payment processing. All implementations include role-based access controls, separation of duties, time-stamped audit trails, and automated payment holds.
Does onPhase integrate with dealer management systems like Procede, CDK, and Karmak?
Yes. onPhase is a certified API partner with Procede / Excede, CDK, Karmak, Dealertrack, Tekion, HBS, and DIS. Integration is bidirectional: invoices, GL codes, vendor records, and payment confirmations sync between onPhase and the dealer management system in real time. AP processing continues without interruption because onPhase operates as a separate certified partner rather than inside the dealer management system itself.
How does onPhase handle invoice exceptions that are specific to my industry?
Invoice exceptions look different by industry, and onPhase handles them before they ever reach your AP team. For dealerships, that includes invoices that hit CDK's 9-character vendor ID limit, OEM daily transmittals with line-item discrepancies, and handwritten invoices from parts vendors who do not use digital billing. For retail and multi-site operations, that includes utility bills with cost allocation splits across locations. For manufacturing and distribution, that includes complex remittance matching against purchase orders from major OEM suppliers with high-volume recurring orders. In every case, when the AI flags an exception, onPhase's own team resolves it before it reaches your desk.
How does onPhase handle multi-rooftop or multi-entity AP operations?
onPhase is built for AP at scale across multiple locations and legal entities. Dealerships use it to centralize AP across 5 to 50+ rooftops, with each rooftop maintaining its own GL coding, vendor master, and approval rules, while the Controller or CFO gets a consolidated view across all locations in real time. Mid-market companies going through acquisitions or organic multi-entity growth use onPhase to standardize the AP workflow across new entities without rebuilding their ERP configuration. Approval hierarchies, vendor masters, and reporting dashboards can be set at the entity level, the location level, or rolled up company-wide. You add locations and entities without adding AP headcount.
