Pearl scan can digitise purchase invoices

Invoice scanning and automated processing service

Invoice scanning service

We offer an invoice scanning and automated invoice processing service to streamline your accounts payable department. We can scan and digitise all payable documents including purchase invoices and ledgers.

Our invoice scanning services can store purchase ledger files and more in a way which is secure, cost effective and compliant to HMRC guidelines. Costly physical storage and retrieval services are a thing of the past with Pearl Scan.

Benefits of an invoice scanning service

There are many job roles, such as accounts, that require access to lots of important files. Traditional, ‘hard copy’ filing systems are bulky and ineffective, causing staff to waste time on locating files rather than working with them. It is important to have instant, shared and secure access to files without spending unnecessary time searching, filing and copying documents.

Our studies have shown that, on average, administration staff spend roughly 30% of their daily time on these duties. This is time wasted which could be used more productively. Our invoice scanning service can help to make this happen, giving instant access to any file at the click of a mouse.

Digital archiving is now very affordable for companies of all types and sizes. We provide low cost, high quality invoice scanning services and automated invoice processing to many businesses across the nation.

Pearl Scan invoice scanning service

Document scanning for accounts payable departments

Here at Pearl Scan we offer the perfect solution for the problems caused by traditional file storage methods with our invoice scanning and automated invoice processing service.

We scan financial documents and electronically archive them securely as part of our purchase ledger and purchase invoice scanning and retrieval services.

These documents are then stored onto CD, over a local network or securely online. By archiving your invoices electronically you can quickly locate any invoice within the system using Accounts/ERP Reference Number, Supplier’s Invoice Number, Purchase Order Number or keywords inside the invoices can be located in a snap using OCR search. Our invoice scanning service is tried and trusted by many private and public sector clients and our service is as scalable and flexible as your organisation.

Our invoice scannning process

Fast & Secure Collection Service

Fast & Secure Collection Service

Whether you wish to have your documents collected and digitised on a monthly, quarterly or annual basis, we can tailor our services to your needs. We can collect your documents from anywhere within the UK.

Removal of Staples and Paperclips

Removal of Staples and Paperclips

Prior to invoice scanning, we go through your files and remove any staples, paperclips or tags. This ensures a smooth and accurate scanning process takes place for better quality scans.

Invoice Scanning Service

Invoice Scanning Service

We only use the latest document scanners equipped with ultra-sonic, double-feed, automated colour detection and image processing tools. We scan to your preferred file format such as PDF, PDF Searchable, TIFF or JPEG. We scan paper as small as a till receipt up to A3 in size.

OCR Processing

OCR Processing

As part of our invoice scanning service, an OCR process is carried out to convert standard PDF files to fully text searchable contents. This allows our clients to search and retrieve their invoices and related documents by using content search (keywords, etc.). The OCR processing of invoices also significantly reduces the cost of manual indexing and creating meta-data fields for search & retrieval. Our OCR engines can handle multiple languages, complex invoice data layout and deliver fast and accurate OCR search results.

Invoice Indexing and Categorisation

Invoice Indexing and Categorisation

We can index your invoices based on a number of indexing criteria which we will agree during our proof of concept stage. There are many choices for indexing your invoices including invoice number, purchase order number, invoice date and supplier name etc.

We can index by as few or as many of these fields, or by any other information that you choose. This creates a system that makes searching and retrieving your invoices quicker and easier.

Quality Standards

Quality Standards

Guaranteed to meet your business data security and confidentiality requirements. Our invoice scanning services are fully accredited to ISO quality assurance standards and in addition to this, we have developed our internal quality-control procedures to ensure that our scanning services meet the required industry standards.

  • CO Information Commission Office for data protection
  • ISO 9001 ISO standards achieved for quality management
  • ISO 27001 ISO standards achieved for information security management
  • ISO 14001 ISO standard achieved for environment management
  • HMRC (http://www.hmrc.gov.uk/record-keeping/)
Storage Mediums

Storage Mediums

Upon completion of the scanning process, the digital invoices and capture data can be supplied on CD, DVD or USB in a secure encrypted format.We can also supply the scanned data using Halogen software which is our complimentary document storage and retrieval software, running from your local network (See below for more details) or our fully hosted & managed Pearl Cloud system.

Secure Paper Shredding

Secure Paper Shredding

Once you have approved the disks your papers can either be returned to you, securely disposed of via environmentally friendly document shredding service, or we can store them in our secure storage facility.

Invoice storage and retreival software

Invoice document management software

Once scanned, you can access your documents using Halogen. This is a simple software, developed by Pearl Scan to revolutionise the way the accounts payable departments handle their accounts documents. This one-of-a-kind software allows super-fast search and retrieval of all documents from a user-friendly interface. Halogen is our free of charge software provided with our invoice scanning service.

Read more about how Halogen image retrieval software can help your organisation

How can an invoice scanning and automated processing service help you?

  • Quick access to documents - use a simple 'text search'
  • Secure and shared access to documents - files can be shared on a network between relevant staff with levels of security assigned.
  • Comply with HMRC - by law all invoices and accounts related documents must be available to HMRC (VAT office) for around 7 years. Scanning documents can preserve records forever and hard copy documents can be disposed of.
  • Up to date record management – invoice scanning and management service provides a reliable record management solution.
  • Help the environment - reduce your reliance on paper.
  • Powerful search capabilities - locate any invoice or stock items within seconds using fully text searchable function in Halogen or Pearl Cloud.

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