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

invoice-processing

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.

Visit our full web page on invoice scanning and automated process.
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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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What Is Optical Character Recognition?

ocr technology

What Is Optical Character Recognition and Why Is It Important?

If you’ve never heard of optical character recognition technology and you’re a bit confused about what it all means, you’re in the right place. The scanning team at Pearl Scan have broken it all down for you – read on for everything you need to know.

What is OCR?

Optical character recognition is a type of technology which recognises characters in different types of files, allowing it to identify data and make it searchable. It can convert a range of files including scanned paper text documents, digital images and PDF files.

It gives users the opportunity to edit text from a scanned image – something that isn’t usually possible. For example, if you receive an email with an attachment of a scanned image of a letter, you cannot then edit the letter in Microsoft Word or quickly search and retrieve certain data from it.

Traditionally, scanners only have the capacity to take a snapshot of a document and create an image file. You cannot edit the image of the document; OCR technology enables people to extract and edit the content of the document for a number of purposes.

How does it work?

OCR technology analyses the structure of a document and breaks it down into different elements. Blocks of text, images and other formatting features are all separated, and the program starts work on the text. Lines are divided into word, and then it begins to recognise each individual character.

Benefits of Using OCR

The development of optical character recognition brings so many benefits, especially to businesses. Here are just a few:

Data capture

OCR can be used to rapidly capture data from a number of documents, including feedback forms, surveys and questionnaires. Once these are scanned and stored digitally, in Excel or any other program you choose, the technology allows for fast searching, creating searchable PDF documents, to analyse the results.

Easier sharing

With most people having smartphones with cameras, it’s never been easier to snap things on-the-go and email to colleagues. However, most people wouldn’t have done this for important docs such as medical files or legal transcripts, as it’s not usually possible to save images as text files. With OCR it’s easy to convert, and then edit the documents if needed. This saves precious time in busy offices where there is no time for walking up ten floors to different departments to pass files and documents!

Editing old documents

Maybe you’re a publisher and want to re-visit old texts – simply send them to Pearl Scan headquarters to scan, and you can easily edit them from your computer. Perhaps you’re an office manager or HR manager and want to convert to a paperless office – scan all your paperwork and edit employment records, work processes and more instantly.

To find out more about OCR scanning, visit our dedicated page: pearl-scan.co.uk/scanning-services/ocr-scanning-conversion