Importance of Invoice Processing and Scanning

Invoice scanning and processing to have all your invoices securely delivered to you in digital files enabling you to have instant access, instantly locate and share your files at the touch of a button. A service available in Manchester, London, Birmingham and throughout the UK.

Invoices are one form of document that most companies deal with on a daily basis. In paper form, these documents can pile up. Depending on how big the company is, these invoices can fill filing cabinets, boxes and folders around the office, or even need to be stored in expensive, off site document storage facilities. Storage costs and retrieval times can rack up so is there a more productive solution?

A service from Pearl Scan Group that captures the data from each individual invoice

What are invoice data capture services?

Put simply, invoice data capture service is the process of scanning your invoices and accurately capturing the data contained in them. The process is simple when you outsource the services but the benefits can be endless. Your company can run more smoothly and save costs at the same time. It isn't often you find a time saving, cost effective, efficiency boosting solution all rolled into one but invoice processing and invoice scanning offers just that.

So what are the main benefits of using a UK invoice scanning service


Scanning invoices can help you get all of your invoices, accounts payable etc. fully digitised so they can be placed onto a digital document management system. From this system, they can be accessed at the click of a button and shared just as quickly with colleagues and anyone else who needs access to them. Despite how the easy access and sharing, this doesn't mean that just anyone can view your documents. They can be encrypted and password protected for security and peace of mind.

Also, by outsourcing your data capture services to a full cycle document scanning company like Pearl Scan, you don't need to worry about the project and your documents as they will be taken care of from collection right down to the returning or shredding and disposal of documents.

Who can benefit from invoice scanning and processing services?

As I have already mentioned, most companies deal with invoices on a daily basis and having them digitised rather than incurring high storage costs could benefit them greatly. If your company is full of filing cabinets, boxes and folders filled with invoices, invoice scanning can reduce the clutter and free up some potentially much needed space in the office. Alternatively if you store invoices in off-site document storage facilities, you can banish those extortionate costs and access your documents without having to request them or pay for the privilege of viewing your own files.

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Data Capture - In-House or Outsource It?

outsourcing data capture imageShould I carry out a data capture project in house or outsource it?

There are many data gathering and scanning projects which can be turned into a data capture exercise either in the office using administration staff or externally via a professional data capture service company. Collecting customer or staff feedback via an evaluation survey or questionnaire are generally big projects for most of these organisations. Let's take a look at the main factors to consider when deciding whether to process these surveys in-house or outsource them to a specialist survey scanning and data capture company.

Volume of Data to Capture

The volume of the surveys you expect to be returned is one of the primary areas which can help you to decide the best way to complete a full data capture exercise for all of the information returned. For example, if you send 200 surveys out to customers and received 50 back then it would be most economical to enter these manually in-house because the time spent on that would be very brief and it would not affect your resources too much.survey-girl

In contrast, if you were looking to receive around 500 plus of the completed surveys back then it would be expensive and an inefficient use of resources to have members of staff manually entering the information into a spreadsheet or a database. If this is outsourced to a survey scanning and data capture company it is very likely to be completed in half of the time due to the technology used and the experience of their staff which would result in less cost.

Type of Forms to be Captured

Entering tick box questions (closed multiple-choice) results into a spreadsheet format is usually one of the quicker responses to process and if it was just a handful of these forms with 1-2 pages that would be fine to do in the office.

If there are more than 2 pages then it becomes a bit of a time and cost issue to input. If there are open question answers such as text boxes and feedback notes to be processed as written answers then it becomes a much larger task. Data Capture specialists such as Pearl Scan Solutions have intelligent data capture systems that scan over these results and can put them into any required format.

File Format and Layout

Exporting the data into internal databases might sometimes prove tricky if that particular member of staff has not dealt with converting and exporting file formats and layouts before. Usually a survey data capture bureau will have great experience in converting file formats or exporting to spreadsheet files, CSV, XML file, text files and many other file formats.

These are the key points worth considering when deciding how to process results from a recent survey or questionnaire because the wrong choice could cost more than you expect or take too long to process overall compared to the goal of having accurate data at the end.

If you would like some more information on the data capture and data entry services we offer here at Pearl Scan and how they can help your company, get in touch today.

A Survey for the Survey Makers

A Survey for the Survey Makers

Calling all survey makers and takers! Today we have a survey for you. If you rely on surveys and questionnaires on a regular basis, take this survey and find out what solutions Pearl Scan has for you.

1. How important are the following factors in your day-to-day business? (1=Very Important -5= Not Important at all)







Having all of the information you need in one place.


Getting all of your information quickly.


Having your information safe and secure.


Having extra space in your office.


Reducing outgoing costs.


Having an environmentally friendly workspace.



If you answered 1 or 2 for any of the above then please continue. Tick Yes/No in answer to the following questions.





Do you deal with a large amount of surveys?


Are you struggling to find the storage space to keep all of the documents?


Is electronically entering the data taking up too much time?


Would you like all of that worry and stress to be taken off your hands?




If you answered yes to any of the final three questions, we have a solution that may interest you. Of course, the above questionnaires were just a bit of fun but we know that the handling of your surveys and questionnaires is serious. Here at Pearl Scan, we offer a fast and secure data entry and data capture service tailored to suit your specific needs.

Data Capture & Data Entry Processdata-capture-form-magnify

To digitise your surveys, we first program our scanners to collect the data from relevant parts of the documents. Once the scanners know where to pick the information up from and the corresponding place to send it to, we can then feed the pile of documents (whether large or small) through the scanners. This process can take just minutes or even seconds to complete. Any handwritten data will be entered by our fully trained and experienced staff. Once all of the documents have been scanned, they can be converted into various formats including CSV, Excel, XML and Database. To complete the data capture or data entry service, your original hard copy documents can be shredded and safely disposed of on request once you are happy with your online copies.

If you are interested in getting a quote for survey scanning Data Capture or Data Entry services, please get in touch today and speak to one of our friendly team.