AP Automation for Franchises

Engineered from the ground up with accounts payable in mind, Palette’s AP Automation for franchise organizations gives your staff flexible approval workflows & automated invoice processing for contracts and recurring invoices.

250,000+ Users

Over 2,500 clients worldwide

Stena Line
Saint Gobain
Canadian North
ap automation for franchises

AP Workflow for franchises

Franchise organizations receive high volumes of recurring invoices from contracts for services such as cleaning, maintenance and utilities for many different locations.

Most ERPs don’t have the granular capability to archive and connect multiple service contracts to the recurring invoices attached to them. That means franchise organizations have to deal with contract invoices separately, which can be both resource-intensive and time consuming.

A user-friendly system

Get a user-friendly system that is accessible from anywhere at any time, allowing staff who spend their working day out of the office to approve service invoices on the go.

Matching Recurring Invoices to a Contract

Repeat invoices such as rentals, phone, internet contracts and other utilities are automatically matched to account numbers or contracts, posted to the proper charge codes, and approved for payment.

Contract Notifications

When the date is set for the renegotiation, extension or termination of a contract, the responsible person in the organization is notified. The reminder e-mail includes information about the contract details and any actions that need to be completed.

Contracts Archive

Different types of contracts can be archived and classified. Administrators can decide who will have permissions to view specific contracts, and specify which contracts are confidential.

Remote Access

Easy access on any device. Approve invoices in your mobile while travelling.

Invoice Data Capture

Palette’s capture solution ensures you eliminate paper completely. Whether invoices are received as paper or email formats, the data is captured quickly and efficiently. No manual data entry is required.

Efficient AP Workflow

Palette automatically sends invoices to the proper approver, according to pre-set rules. If needed, you can add approvers to an existing workflow and ad-hoc routing is possible.

Automated Matching

Recurring invoices for services are automatically matched to account numbers or contracts and posted to the proper charge codes.

Automated PO Matching by Palette Software
Archive & Audit - Audit trail software by Palette

Archive & Audit

A complete contract archive complete with permissions. A step-by-step history of invoice transactions is recorded, including communications between internal staff and suppliers. Palette creates a complete searchable invoice and contract archive for reference and auditing purposes.

When an invoice is expected to arrive and doesn’t, the team member responsible for the contract will get an email notification. That frees them up from relying on spreadsheets to track invoices for essential services the organization relies on.

Seamless Integration with your ERP

Integration with NetSuite

Native tools to ensure that the business rules of your system, data control, and validation are applied to all data communication.

Integration with Dynamics 365

AP Automation for Dynamics 365 Finance and Operations and Dynamics 365 Business Central.

Integration with SAP

AP Automation that integrates with SAP Business One and SAP R/3.

Integration with Workday

With Palette’s standardized Integration to Workday enable a “plug and play” integration experience with minimal configuration.

Are you ready to take the next step?

Let us know what problem are you looking to solve.

AP challenges for Franchise Organizations

Managing and processing multiple contracts for hundreds of franchisees can be a bit daunting. Without some form of automation, finance administrators have to handle both contract documents and the accompanying recurring invoices manually. That means numerous spreadsheets, file folders with contracts, and emails are the only way to keep up.

Not only do recurring invoices have to be processed and paid, administrators have to check that invoices match contract terms. Some services do not provide an invoice with each monthly payment so an internal invoice has to be generated.

As well, contracts come with varying terms and contract completion dates. Not keeping track of all the details that accompany a contract can mean losing the advantage when renewing a contract on better terms, dealing with downtime when a contract expires without any notifications, overpaying or paying the wrong amounts, or having the franchise credit rating be affected by missed payments.

This is where a solution like Palette can make a difference. Palette’s contract module can automate and optimize the contract/recurring invoice process, saving the franchise organization time and reducing the risk of missed payments or renewal opportunities.