How AI can save lockbox key-in bank costs for your business?

Lead From The Future. The Future is with AI.

Here’s a use case of how AI-savvy finance leaders can put to AI to work and save monthly fees on bank lockbox key-in services.

Understanding The Lockbox Key-in Fees

While lockbox services offer advantages like speeding up the cash flow, they also come with fees, including the key-in fees. Here’s why these can be particularly expensive for large companies:

• Volume of Transactions: Large companies typically have a high volume of transactions. Each transaction needs to be manually keyed into the system for processing. Key-in fees are usually charged per transaction or per item or per keystroke, and as the number of transactions increases, these fees can add up quickly, creating a substantial expense.
• Complexity of Payments: Incoming checks have header information and stub information. Check stub information can contain remittance information in tables with several line items of invoices and columns of invoice related information. These remittance tables are hard to read and extract but contain important information to match check payments to the open invoices needed for reconciliation. This process is time consuming and several companies pay for key-in services from banks to give all information on the checks.
• Error Handling and Reconciliation: Manual key-in process is prone to human error. Mistakes made during data entry can lead to discrepancies that require time and effort to reconcile. The cost of these corrections and the potential delay in fund availability can add to the overall expense of lockbox services.
• Variable Costs: Some banks charge a variable fee based on the number of payments, the dollar value of the payments, and the time it takes to key-in the payment details. For large companies with fluctuating volumes of receivables, this can make costs unpredictable and hard to manage.

Therefore, while lockbox services can provide value, the key-in fees associated with these services can be a significant expense for large companies. Utilizing technological solutions like AI and automation can help reduce these costs significantly by minimizing the need for manual data entry and improving the accuracy and efficiency of the payment processing.

Put AI to work

Intelligent Document Processing (IDP) uses AI technologies like deep learning, OCR, machine learning, and natural language processing to capture, extract, classify, and interpret data from various types of documents, automating and enhancing traditional data-entry processes.

AI software solutions for IDP such as Emagia’s GiaDocs AI are designed to read and extract finance documents, including those related to lockbox processing. Here’s how AI can help save key-in fees:

• Automation of Key-Ins: AI can handle the reading and data processing of paper checks and remittance documents received in lockboxes. It leverages advanced AI with Intelligent Document Processing (IDP) technology to read, understand and key-in the necessary information, thereby reducing or eliminating the manual key-in fees.
• Accuracy and Efficiency: The AI algorithms in software solutions like GiaDocs AI are trained with thousands of lockbox image files to understand, read and extract check header and remittance information in the stub with high accuracy. This results in reduced errors and rework, leading to significant cost savings in the long run.
• Speed and Scalability: AI can process a high volume of lockbox documents much faster than manual methods. This saves time, reduces backlog, and can contribute to lower overall lockbox processing costs.
• Reduced Dependency on Lockbox Services: By automating the key-in process, companies can reduce their dependency on lockbox services. This might help negotiate lower service fees or consider more cost-effective alternatives.

Implementing AI in your lockbox processing with simple to use SaaS tools like GiaDocs AI can potentially lead to significant savings, better accuracy, and improved efficiency in your finance operations.

AI Model Trained to Extract LockBox Image Files

GiaDocs AI is a revolutionary Intelligent Document Processing AI model pre-trained to extract data from any bank lockbox file with ease. GiaDocs AI is trained with several thousands of lockbox image files from various banks and is trained to read and extract the critical remittance information in these documents similar to a human data entry person. This AI-powered software can be a game-changer for businesses that rely on lockbox services for their cash management needs. Lockbox services can be a costly affair for businesses that deal with high volumes of checks and payments. However, with GiaDocs AI, businesses can save significant costs by eliminating the bank lockbox service charges if they are using key-in services from the bank and by reducing manual data processing and document processing time associated with lockbox files if they are using in-house or outsourced data entry teams.

GiaDocs AI Saves Bank Lockbox Key-in Costs

GiaDocs AI can extract data from lockbox files of JP Morgan Chase, Citibank, BMO, PNC and many leading bank lockbox services with high accuracy levels. This means that businesses can rely on GiaDocs AI to extract data from their lockbox files without the need for manual intervention. GiaDocs AI extracts all check header and stub information containing detailed remittance information on invoice, discount, invoice amount, paid amount and other details. This can save businesses a lot of time and resources that would otherwise be spent on manual data entry and processing of lockbox files. If businesses are relying on bank lockbox key-in services, they can now use GiaDocs AI instead and save the costs associated with the key-in services. This could mean hundreds to thousands of dollars to businesses depending on their check volumes.

GiaDocs AI Improves Cash Management Efficiency

In addition to saving costs, GiaDocs AI can also improve the efficiency of cash management operations for businesses. With faster and more accurate data extraction and direct APIs to connect to leading ERP system’s cash management modules, businesses can process receivables more quickly and accurately. This can help businesses to improve their cash flow management and reduce the risk of errors or discrepancies in their financial reporting. GiaDocs AI has seamless integrations with leading ERP systems such as SAP, Oracle, Netsuite, JD Edwards, Sage, Infor and others,

GiaDocs AI Account For Your Business

Overall, GiaDocs AI is a powerful cloud application for businesses that want to streamline their cash management operations and reduce their lockbox service costs. By leveraging the power of AI to automate data extraction and processing of bank lockbox files, businesses can save time, money, and resources while improving the accuracy and efficiency of their cash management operations. If you are looking for a way to improve your cash management processes and reduce bank service fees, AI is definitely worth considering.

For more guidance and ebook on AI for lockbox data processing, check out https://www.emagia.com/resources/ebooks/reduce-lockbox-fees-with-remittance-data-capture-ai/