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    Autonomous Management · Finance and cash

    Autonomous Subscription Management

    Electricity, water, natural gas, phone, TV, internet and HGS and OGS toll subscriptions are managed in one place, branch by branch. An incoming e-Invoice is linked to its subscription on its own and spread across expense types. Payment, the accounting record and cash flow follow in the same flow.

    Works in every package. The accounting records are created automatically in MOTUS, NEXUS and IMPERA.

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    How it differs from other ERPs

    The same work, done two different ways.

    In other ERPs

    • Subscriptions and their contracts are often kept in separate lists.
    • Each subscription invoice is entered by hand and tagged with the subscription it belongs to.
    • The invoice amount is split across expense types and branches by hand.
    • Payments are tracked separately and a due date can be missed.
    • Seeing subscription costs by branch or period needs a separate report.

    In Factorbooks

    • Every subscription is set up by branch with its contract, service and expense details.
    • An incoming e-Invoice is linked to the right subscription and brought in on its own.
    • The invoice amount is spread across expense types and business units using defined rules.
    • Payment is made by bank, cash or credit card. Supported subscriptions can be set up for automatic payment within limits.
    • Costs are reported by branch, subscription type, expense type and period.

    What happens when a branch’s electricity bill arrives?

    The subscription is set up once. When the bill arrives, these steps run on their own.

    1. The bill comes in

      The incoming e-Invoice is linked to that branch’s electricity subscription and brought into the system.

    2. The cost is allocated

      The amount is spread across the matching expense types and business units using defined rules.

    3. The accounting record is created

      Detailed accounting records for the invoice and the expense are created on their own.

    4. Payment is made

      Payment goes out by bank, cash or credit card, or through automatic payment within set limits.

    5. Cash flow updates

      The expense and the payment due date show in cash flow.

    Which work runs autonomously?

    You enter the record; Factorbooks does the work below for you.

    Subscriptions and contracts

    All subscriptions in one place
    Electricity, water, natural gas, phone, TV, internet and HGS and OGS toll subscriptions are set up and tracked.
    Set up by branch
    Each subscription is set up together with the branch it belongs to.
    Detailed contracts
    Subscription contracts are managed with their service and expense details.

    Invoices and expenses

    e-Invoice link
    Incoming e-Invoices for subscriptions are linked to the right subscription and brought in on their own.
    Rule-based expense allocation
    Expenses are posted to expense types and business units according to the allocation rules you set.
    Automatic accounting
    The accounting movements for invoice, expense and payment are created linked to one another.

    Payments

    Flexible payment
    Subscription payments can be made by bank, cash or credit card.
    Automatic payment within limits
    Subscriptions supported by Factorbooks’ partner payment institutions can be set up for automatic payment. Payments follow the limits and control rules you define.

    Reports and cash flow

    Subscription cost reports
    Costs are reported by branch, subscription type, expense type and period.
    Cash flow
    Subscription costs and payment due dates feed into cash flow and planning.

    What it gives your business

    • Managed from one placeContracts, invoices and payments are tracked in order in one system.
    • Cost control by branchDifferences in subscription costs between branches become visible.
    • Less data entrye-Invoices are linked to their subscription on their own and the risk of error goes down.
    • Correct cost allocationExpenses land in the right branch and expense type through defined rules.
    • Controlled automatic paymentLimit and approval rules reduce the risk of uncontrolled payments. Set up properly, they help avoid late payments and penalties.
    • Consistent accountingInvoice, expense and payment records are created linked to one another.
    • Ways to saveReports show costly subscriptions and unusual changes in costs.
    • Predictable paymentsUpcoming subscription payments show in cash flow ahead of time.

    The Factorbooks approach

    In Factorbooks, subscription management is more than recording contracts and invoices. The connected steps from bringing in the invoice to allocating the cost, from payment control to the accounting record and on to cash flow run on their own.

    Modules where this runs

    The autonomous process described here runs inside the catalog modules below.

    Frequently asked questions

    Which subscriptions can we manage?

    Electricity, water, natural gas, phone, TV, internet and HGS and OGS toll subscriptions can be set up and tracked by branch.

    Can automatic payment be used for every subscription?

    Automatic payment can be set up for subscriptions supported by Factorbooks’ partner payment institutions. Payments follow the limits and control rules you define.

    Can one invoice be split across several expense types?

    Yes. The invoice amount is spread across expense types and business units on its own, using the rules you define.

    Other autonomous modules

    All autonomous modules

    See it with your own data

    We will set the scope and the package together, based on your transaction volume.

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    Get in touch with Factorbooks

    If you are evaluating Factorbooks or would like more information, fill in the form and we will route your request to the right team.

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