A Solution For Better Handling of Invoices

Invoice scanning: Our solution to better handling of invoices

Invoices play a huge role in most businesses' experiences with paper documents and have done for a very long time. These documents need to be stored and accessed for future reference. But what comes with this? The more paper we end up having, the more disorganised the whole thing becomes, even in the best kept and most ingeniously designed of filing systems. Though we've been handling paper for as long as we can remember, it's getting to a point where it's becoming more of a hindrance than it is an aid. This is why we devised a system that will make it much easier and quicker to access your documents when you need them. This process is invoice scanning and invoice data capture and involves the scanning and digitising of your invoices to PDF and other accessible formats. It all starts with the invoice itself, a document that most people should be familiar with. Below is a typical example:

An image highlighting the invoice data. Our invoice scanning services in Manchester, London, Birmingham and throughout the UK capture the data and convert to digital files. You can search efficiently by using invoice data placed in categories

The areas highlighted in red have been done so for a number of reasons;

  • This is some of the more important data when it comes to searching for and retrieving invoices.
  • These areas are where would typically target when it comes to indexing your files to make them easy to find.

Which brings us onto the next question...

What's invoice indexing?

Invoice indexing is the process of marking invoices by certain pieces of information to make them easier to search and find in a digital document management system. Typical examples of this information are:

  • Invoice Number
  • Date of Invoice
  • Name of the company invoiced
  • Salesperson / Sales Team
  • PO Number

However, it is not limited to this. If you wanted the value of the sale instead, this can also be indexed. On top of this we also offer a service called OCR.

What's OCR and how will it help searching invoices?

OCR or Optical Character Recognition, is a process that is completed right after the scanning is done and makes the entire document text-searchable. This means that we wouldn't just be capturing the important data, but also other things you've chosen not to index such as the product purchase, part numbers, quantities, delivery type and anything else that is on your invoices. This can help narrow down invoices when you've done a general search and a lot of results have been returned.

Making Search and Retrieval of Invoices Even Simpler Than Easy

A lot of companies who offer similar services will offer all invoices in a PDF format and leave you to search for them via Windows Explorer. That's fine, but it doesn't give you a system that's as simple and as streamlined as it could be and, if you're going to have your invoices scanned and digitised, it's best to do it right first time. So what makes our system stand out? This is our innovative search and retrieval software Halogen:

halogen-invoices halogen-index-area

This is Halogen's selection area. As you can see it has all of the options listed above enabling us to search the required fields for specific information. The search can either be done by clicking the arrow to access the drop down menu and scrolling through the selections, or by starting to type in the criteria and letting the rest be filled in by the software. For example, if you started searching for 'Mar' in 'Salesperson', it would autofill to the next selection which in this instance would be 'Mark Pearson.'All criteria can be filled before doing a search. You can also use the OCR panel for extended searching or it can be used on its own to search via a text search. In this particular instance we are going to search for the above invoice but we only know the Company Name and we want to know which Salesperson made the sale, the date of sale and the exact quantity it was for. There are many instances you'll come across on a daily basis where it can be useful especially, in this instance, if you file your invoices by date rather than by Company Name.

acme-halogen

The documents found are displayed at the bottom of the software with all indexed criteria on display. In this instance only one invoice appeared but if there were 10 invoices in the system for this particular company, all would display on the bottom 'shelf' and would be selectable.

When compared to rummaging through hundreds, if not thousands, of invoices the potential in this simple but innovative system is there for all to see and will save considerable time, resources and money in both the short and long term.

That's not all! With most invoice and document scanning orders with Pearl Scan, Halogen is completely free of charge. How can you turn that down? If you would like some more information on the invoice scanning service we provide including invoice data capture, invoice indexing, OCR processing or Halogen services we have to offer, please browse our website to see our full range of scanning services or get in touch today. For a free, no obligation quote complete the online form by following the relevant links below.

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The Advantages of OCR (Optical Character Recognition)

Those of you who are new to OCR (Optical Character Recognition), or even those of you who are familiar with it, might understand why it may be a useful tool when it comes to digital document storage rather than traditional paper storage, but there are so many advantages of OCR that you might not have thought about. You might even find that some of these will be useful for your company or even sway your decision to have your documents OCR processed.

Lets look at the Advantages of OCR

More explanation of how OCR conversions can benefit your document management.

  • Documents will be text-searchable with OCR processing. From that, it gives you the advantage of using the name of your documents, reference numbers, addresses, etc; when searching through your data base
  • Saving you lots of time when using a digital files rather than paper documents.
  • OCR processing can massively improve your customer services. If you take incoming calls which require you to access documents then having those document available instantly in digital form can make the overall customer experience better due to the speed of searching for the files they need and the ability to edit their contents easily.
  • Your documents can become editable with OCR. We can convert the files to MS Word and any other editable digital formats.
  • OCR allows you to copy and paste from the document itself whether that's in PDF format or MS Word format.
  • With low costing OCR processing. The advantage is that it can improve how your business operates
  • OCR is also known to boost staff morale when their working environment is easier to work within and less paper-centric.

Now you know the Advantages | What's Next?

It is possible to apply OCR conversion to documents which have already been scanned to PDF, JPG and TIFF format and it can also be included in the document scanning services offered here at Pearl Scan.

Contact us today to discover how we can tailor our OCR scanning and conversion service to suit your requirements. We work to find the best possible solution for you.

You can find more information on OCR scanning and conversion on our dedicated web page or you can get in touch with us.

We can provide a free quotation and professional advice

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Document Scanning and Going Digital – The Advantages

Reduce storage cost and digitize your files

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Store-to-Scan: Another option to reduce storage cost and digitize your files

Our store-to-scan model has revolutionised the way an organisation store documents. Our innovative process can help your company save in storage cost and retrieval costs.

This is how Store-to-Scan works

We collect your document boxes, from your offices or from your storage provider anywhere in the UK, we store the boxes in our safe warehouse facilities free of charge.

Based on your file storage period, we start scanning the most recent files and shred without scanning the expired files.

For example if your file storage period is 6 years and you have files in the archive dating back to 2008. We will start scanning the most recent year's files from 2014, then 2013, 2012 and shred the year 2008 files without scanning in 2015 and year 2009 files in year 2016, and 2010 files in 2017. So in three years the latest three years files will be scanned but the oldest three years shredded.

So in three years, you will eliminate the total cost of storage as well as will have received three years free storage service and spread the cost of scanning over three years.

Typically we scan the following types of documents:

  • HR Records
  • Legal Documents
  • Project Folders
  • Customers Files
  • Legal Case File
  • Property Files
  • Delivery Notes

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Pearl Scanning Company has different document scanning solutions that can be tailor for your company's needs. We provide record scanning solutions and record management solutions throughout the UK, no matter how small or big the project. We are a document scanning company certified ISO 9001, ISO 27001 and ISO 14001, find out more about our record management certifications.

Read more about Store-to-Scan

Please call or email us to discuss your requirements.