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Invoice Scanning Services

Our Invoice Scanning Services convert paper invoices to digital files using advanced document scanners and OCR technology. This process simplifies invoice storage and retrieval, aids in HMRC compliance, and improves the management and security of your financial documents.

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Invoice Scanning and The Process

Invoice scanning refers to the process of converting physical paper invoices into digital formats through a digitisation process, enabling their information to be efficiently stored on computer systems. Below are the key steps;

  1. Scanning: This initial step involves the physical scanning of paper invoices using a scanner. This process converts the physical documents into digital images (e.g., PDFs or TIFFs).
  2. Invoice Indexing: After scanning, the digital images are indexed. Invoice indexing involves categorising the invoices based on certain criteria (such as invoice number, vendor name, date, etc.) to facilitate easy retrieval from the system.
  3. OCR Data Extraction: Once the invoices are indexed, Optical Character Recognition (OCR) technology is employed to extract relevant data from the digital images. OCR software scans the digital images to identify and extract text, converting it into a format that can be edited and searched.
  4. Verification: After data extraction, the information retrieved by OCR needs to be verified for accuracy. This can involve comparing the extracted data against predefined rules or matching it with purchase orders or contract information stored in the company’s systems. Verification ensures that the data extracted from invoices is accurate and ready for further processing.
  5. Integration and Archiving: Post-verification, the verified data can be integrated into the company’s accounting, ERP, or business management systems. This integration allows for automated processing of accounts payable, including invoice matching, approval workflows, and payment processing. Additionally, the digital images of the invoices, along with their extracted and verified data, are archived in a digital repository such as Pearl Cloud. This facilitates invoice archiving, easy retrieval for future reference, analysis, and auditing.
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Embrace Easy Digital Access

Retrieving paper invoices manually can be a time-consuming aspect of managing accounting and financial documents. If you’re presently storing your invoices in lever-arch files or off-site in archive boxes, it’s worth considering a process evaluation. Our invoice scanning services offer a professional solution that not only saves time and overheads but also provides immediate access to your invoices and associated documents, enhancing overall efficiency.

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Document Scanning Process
The document scanning process
What we do with your documents
  • 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.

  • 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.

  • 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.

The Process in Depth

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Nationwide document scanning services

Nationwide

Our document scanning collection service covers the UK and Europe using our own unmarked fully tracked fleet of vehicles for added security.

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Fast Turnaround

With the capacity to digitise around 10 million images per month, we can accommodate urgent and demanding document scanning requirements.

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Scalability

We can fulfil any document scanning requirements – we provide services to any required volumes, complexity involved and to any location.

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OCR processing and conversion

Text Searchable

Our invoice scanning systems leverage OCR technology to seamlessly transform paper invoices into text searchable PDF files. This feature empowers users to swiftly locate and access specific invoices by using keywords such as supplier invoice number, purchase orders, item descriptions and amounts, etc.

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Cloud Access

Discover the convenience of our cloud storage and retrieval portal – a user-friendly and cost-effective solution. With Pearl Cloud, you can securely access your invoices anytime and anywhere. It’s the professional, hassle-free way to manage your documents and enhance your business efficiency.
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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.

Our complimentary software provides effective document management, storage and retrieval.
Pearl Cloud Unique Cloud Storage for your documents

Pearl Cloud is a storage platform that eliminates the need for in-house hardware, software, backups and maintenance. We will look after your storage and retrieval needs, providing employees with unique passwords and taking care of all admin.

Learn about Pearl Cloud

Halogen Free document management software

This popular option among Pearl Scan customers comes in both standalone and network versions, providing flexible and scalable options to SMEs and large corporations.

Learn About Halogen

Get started today experience the convenience of our invoice scanning services
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