Selecting and implementing an EFH system
Avoid the most common pitfalls
Are you paying too much to manage your supplier invoices?
Investing in an EFM (electronic invoice management) system is one of the most effective ways to improve control, automation, and quality in the supplier invoice workflow. However, choosing a system—and especially implementing it—involves several steps where it’s easy to make mistakes.
After many years of experience with implementation projects, we see the same pitfalls recurring. Here you’ll find a clear and concrete overview of what often goes wrong, why it happens, and how to avoid it.
A new EFH system does not automatically solve old problems.
If processes are unclear, manual, and riddled with exceptions, technology alone will not create efficiency.
When implementing a new system, it is therefore important to:
Review the process
Standardize wherever possible
Eliminate unnecessary steps
Let the system support a good process
Many providers today offer a "one-size-fits-all" solution
It may sound good, but it risks being limiting.
A good EFH system should be:
- Standardized, ensuring stable operation and updates
- Flexible, so you can tailor the configuration and rules to your business
Technology and work methods are changing rapidly
Therefore, the system must be able to:
- Grow with you
- Scale up
- Support future needs without extensive custom development
Successful implementation of an EFH system requires more than just technology. Focus on:
Improve the process before digitization
Choose a system that is both standardized and flexible
Ensure robust integrations
Prioritize user-friendliness
Work continuously on monitoring and improvement
Ready to implement an EFH system without any pitfalls?
Conrab Opto has extensive experience in implementing automated solutions that provide control and efficiency throughout the entire P2P process.
Please feel freeto contact us—we’ll help you choose the right system and ensure a smooth, future-proof implementation.
Frequently Asked Questions
“Standard integration” does not mean the same thing for all providers.
True standard integration should entail:
- minimal work in the business system
- no programming
- use of the business system's standard APIs
- a tested, preconfigured integration logic
Many solutions still require extensive work on the ERP side—even though they are called “ready-made integrations.”
In addition to the business system, a modern EFH system must also be able to integrate with:
- procurement system
- approval solutions
- BI tools
- document management
- contract databases
- master data sources
The better the integration capabilities, the more value you’ll get from the entire automation chain.
Automation is all well and good, but not every invoice will be processed without human intervention.
When discrepancies arise, users need to:
- get a quick overview
- be able to collaborate easily
- View history and comments
- understand what needs to be done
This is where the systems differ significantly.
AI, automatic posting, and matching are important, but when something doesn’t works automatically, an intuitive and modern interface is absolutely crucial.
Good usability reduces:
- lead time
- frustration
- training needs
- risk of error
Many companies think:
“Once we’ve implemented the system—then we’re done.”
Unfortunately, that's when the work begins.
Without continuous monitoring, the result will be:
- the level of contactless interaction is lower than necessary
- longer lead times
- Users get bogged down in manual work
- outdated rules and settings
Keys to long-term success:
- Track KPIs such as automation, lead time, and match rate
- analyze deviations on a regular basis
- adjust flows and rules on an ongoing basis
- review integrations and data quality
This is the foundation for the EFH system to deliver value over time.
Built for your business.
Tailored to your processes.
Conrabs' case management system adapts to your workflows—whether you're handling 5 or 50 different types of cases.
- Save time – connect all your systems through a single partner
- Efficient processing with electronic document management
- Local support, global reach
- The market's most satisfied customers
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