Invoice Scanning
Revolutionise your invoice management with our Invoice Scanning solutions. Effortlessly transform paper invoices into digital formats for seamless archiving, or harness the power of OCR, AI and automation to extract data swiftly, reducing manual effort and costs.
Invoice Scanning Services
Invoice Scanning transforms paper invoices into digital formats, streamlining your accounts payable process with cutting-edge efficiency. Whether your goal is to convert invoices into PDF files for easy electronic storage, archiving, and retrieval—thus saving valuable office space and enhancing efficiency—or to leverage advanced technologies for extracting crucial information without the time and cost associated with manual data entry, our solutions are tailored to meet your needs. Embrace automated and sophisticated technologies designed to streamline your accounts payable automation and processing, ensuring your business operates more smoothly and efficiently than ever before.
Scanning Invoices for Archiving Scanned and Archived Digitally
Managing paper invoices can be cumbersome and inefficient. Our service for scanning invoices and electronic archiving is designed to transform your paper-based invoicing system into a streamlined, digital format. This conversion not only enhances your operational efficiency but also secures your financial data and makes it effortlessly accessible.
Preparation: We start by preparing your paper invoices for scanning, ensuring they are free from staples and other bindings.
Scanning: Utilising state-of-the-art document scanners, we transform your paper invoices into high-quality digital images.
Invoice Indexing: After scanning, the digital invoices undergo indexing. This process involves categorising the invoices based on specific criteria (such as invoice number, vendor name, date, etc.) to facilitate easy retrieval from the system.
OCR Processing: Optical Character Recognition (OCR) technology is employed to convert the invoices into text-searchable PDF format, enhancing the ease of data retrieval and analysis.
Storage: While scanned invoices can be stored on a USB or a client’s local server/drive, we have developed a robust and secure online document management system, Pearl Cloud. The system allows for seamless storage and retrieval of invoices by authorised users.
Online Storage and Access of Invoices Pearl Cloud: Embrace the digital access
After the scanning phase is complete, the digitised invoices can be stored online in our cloud-based Pearl Cloud storage solution. This method offers several advantages:
Accessibility: Authorised personnel can access invoices from any location at any time, facilitating remote work and ensuring business continuity.
Organisation: Pearl Cloud comes equipped with features that aid in categorising, tagging, and managing documents, simplifying the search & retrieval of documents.
Security: Pearl Cloud storage implements robust security measures, including encryption and multi-factor authentication, to safeguard sensitive data.
Compliance: The system is designed to be configurable to meet legal and regulatory requirements for data retention, privacy, and audit trails, ensuring your operations remain compliant.
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Collection
We provide a secure collection of your documents from anywhere in the UK within 24 hours or as convenient for you as well as we can supply storage boxes and assistance with removing and boxing up your files.
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Conversion
We scan and convert all types and sizes of documents to a digital format of your choice such as PDF, PDF Searchable, TIFF, JPEG, Microsoft Word and Excel.
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Delivery
We deliver your digital data on a secure storage medium of your choice such as CD, DVD, USB, secure FTP or fully managed Pearl Cloud document management system.
Nationwide
Our document scanning collection service covers the UK and Europe using our own unmarked fully tracked fleet of vehicles for added security.
Fast Turnaround
With the capacity to digitise around 10 million images per month, we can accommodate urgent and demanding document scanning requirements.
Scalability
We can fulfil any document scanning requirements – we provide services to any required volumes, complexity involved and to any location.
OCR Scanning
Our invoice scanning services leverage OCR Scanning technology to seamlessly transform paper invoices into text-searchable PDF files. This feature empowers users to swiftly locate and access specific invoices using keywords such as supplier invoice number, purchase orders, item descriptions, and amounts.
Cloud Access
Secure Shredding
After scanning and securely delivering your electronic files, we can also responsibly shred and dispose of your physical originals, meeting HMRC and BSI standards. This step is only taken upon your specific request. Alternatively, we can safely return or store your original documents for you.
Data Capture and Extraction Extracting Header, Footer and Line Item Data
This process involves the accurate capture and extraction of critical information from your digitised invoices. It includes not only basic details such as vendor names, dates, and invoice totals but also more complex data like header, footer, and line item details. Utilising advanced Optical Character Recognition (OCR) technology, AI, and manual data entry, the Pearl Scan Capture Team ensures the data within your invoices is accurately extracted and readily usable in system like Sage, and Xero, QuickBooks, etc., facilitating streamlined processing and analysis.
Reduce Manual Effort: By outsourcing the labour-intensive task of invoice data entry, our clients avoid the tedium associated with manually capturing information from invoices.
Cost-Effective: Leveraging the Pearl Scan Capture Team allows for this process to be executed at a significantly lower cost compared to in-house processing, due to specialised efficiency and scale.
Speed: The service accelerates the processing of invoices, enabling quicker turnaround times for accounts payable operations and capitalising on early payment discounts.
Free Up Internal Resources: Staff can redirect their focus from data entry to more strategic tasks, such as financial analysis and vendor relationship management.
Automated Processing of Invoices Customised Workflow for Greater Efficiency
This involves using our software systems to automate the workflow associated with processing invoices. Key components include:
- Validation: Automatically checking the extracted data against purchase orders to validate the invoice for payment.
- Approval Workflow: Routing invoices to the appropriate personnel for approval based on predefined rules, thus ensuring that invoices are processed and approved efficiently.
- Payment Execution: Once approved, invoices can be automatically queued for payment according to their terms, streamlining the payment process and helping to avoid late fees.
Automated Purchase to Pay Solution Next Generation Accounts Payable Automation
Integrating invoice scanning and processing into a broader Automated Purchase to Pay (P2P) solution optimises the end-to-end process of procuring goods and services and making payments. This comprehensive approach includes:
- Electronic Purchase Orders: Generating and sending purchase orders electronically, which are then matched with invoices and delivery receipts for verification.
- Supplier Management: Maintaining a digital database of supplier information, contracts, and performance metrics to streamline procurement.
- Analytics and Insights: Offering advanced reporting and analytics capabilities to gain insights into spending patterns, supplier performance, and opportunities for cost savings and efficiency improvements.
- Compliance and Risk Management: Enhancing compliance with company policies and external regulations, while also managing financial risk more effectively.
