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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Pearl Scan digital invoicing services help accounts teams by streamlining processes

Pearl Scan digital invoicing services help accounts teams by streamlining processes

Leading document scanning and management providers Pearl Scan are assisting accounts payable teams across the nation with their revolutionary invoice scanning solutions. Already offering document digitisation to streamline other corporate applications with services such as HR record scanning and virtual mailroom capabilities, the accounts payable process is also made much easier with the help of document scanning.

The technology from the leading document digitisation providers has the capability to scan almost any file to PDF, meaning that purchase invoices, ledgers and a large range of other payable documents can be scanned and digitally stored with ease. Using these virtual databases the workflow of accounts professionals is revolutionised, making it simple to store and search for particular files, invoices, receipts and more, whenever they are needed.

Naveed Ashraf, Managing Director at Pearl Scan said, “Any industry or profession that relies on using large amounts of paper documents and physical files every day knows the difficulties that come with this, such as effective organisation and storage processes. Due to their nature, even the most methodically arranged filing system can take time to search through when looking for a particular file, meaning time and energy is wasted constantly.”

Ashraf continued, “For accounts teams, we can solve these troubles with our purchase ledger file and purchase invoice scanning solutions, reducing reliance on paper and storing all necessary data in a virtual database that is easy to browse with a text search tool.”

Pearl Scan offer automated document scanning solutions for the whole office, and are able to cope with large, recurring jobs or smaller ‘scan-on-demand’ requests. Collecting all documents that are to be scanned directly from the client, they offer a streamlined service from the very beginning.

The leading providers of document digitisation also comply with strict privacy regulations, ensuring that all documentation is destroyed responsibly. For particularly sensitive files, a secure shredding service is also of offer from Pearl Scan for complete peace of mind.

How to Automate Accounts Payable

time saving scanning
We are always looking for ways to speed up the processes we go through in our everyday life with the introduction of digital technology, so why not let that extend to your working life too with invoice scanning.

Problems With Manual Processing

manual invoice processingProcessing accounts payable (AP) invoices by the traditional manual method has been throwing up a number of problems for companies in this fast moving digital age. Some of the common problems faced in AP departments are;

- High costs per document filed.
- Space consumed by large volumes of AP documents.
- Time wasted manually entering all of the data.
- Risks such as loss of AP, human error entering the data and duplicated documents.

Having identified these problems, many companies go in search of a solution and that’s when they come across invoice scanning.

Invoice Scanning

Invoice scanning lets you digitise accounts payable documents and store them more efficiently in a digital document filing system. Companies up and down the country have been jumping on board by switching to automatic invoice processing and why not? Many processes in business are already digital from using email to complete correspondence to the use of digital devices everywhere in the modern day office so it just makes sense to move all business processes towards a digital method.

Why Scan Invoices?

Benefits of invoice scanningBy scanning your AP documents, you could benefit from one or all of these.

  • Save costs previously wasted on unproductive tasks and errors. (The number of staff needed to complete the task will also be reduced.)
  • Free up office space by destroying documents previously stored there.
  • Get instant access to AP files through simple text searches.
  • With fully searchable documents, you will reduce the amount of time needed to retrieve relevant documents and refile them.
  • You can also get shared access to documents so APs can be shared across different departments easily.
  • All files are more secure when stored in encrypted and password protected files reducing (and even eliminating) the risks of loss, theft and damage.
  • You will also be providing your AP department with an up to date record management system.

Scanning Services

The best benefit of them all is that you don’t have to try and do the scanning yourself because Pearl Scan can do it for you. Our invoice scanning service is completely bespoke and can be tailored to suit the needs of each individual company whether you’re in Manchester, London, Birmingham or anywhere else in the UK.

Our data capture technology can digitise accounts payable documents in high quality with a quick, cost effective, turnaround which is why we have been trusted by a number of companies from a wide range of industries including legal, healthcare, education and finance.

For more information about our invoice scanning service, check out our website or give us a call today to discuss your requirements.

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Importance of Invoice Processing and Scanning