We can help you eliminate paper, storage, manual processing requirements and reduce your invoice processing cost by more than 50%.

Accounts payable invoice automation

Identifying opportunities for improvement is relatively easy but embracing them has been harder. Until now, the majority of accounts payable automation solutions on the market have been designed with large enterprises in mind. These are too expensive and slow to implement and are often unsuitable for their specific needs.

Our service will provide you with real-time visibility and control and an insight into the status of every invoice received. Additionally, you will gain the ability to monitor and process invoices from separate companies in one central solution. Pearl AP is quick, easy to implement and user-friendly.

Electronic invoices such as emails, PDF, Word, XML can be captured automatically when they are received. Paper based documents via the post can be scanned directly into the system, invoice scanning is a key function of our accounts payable automation solution.

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

a b c

Reduce invoice processing costs

  • Pearl AP has been designed with these issues in mind, it eliminates the need for expensive software, complicated stages of implementation and staff training. It is our fully managed and hosted SaaS model; our customers always benefit from the latest technology without the need for an additional cost spend or need for IT resources.
  • Pearl AP can address all stages of the accounts payable process journey, combining our business process expertise with leading technology. You can have the tools to add more value to your accounts payable departments and strengthen Finance’s reputation as a profit centre, not a cost centre.
  • All documents such as purchase orders, goods-received notes, invoices and statements are stored in one central location that can be accessed by authorised personnel. AP automation eliminates late and duplicate payments. Pearl AP workflow software will reduce your invoice processing costs by at least 50% – guaranteed!

Find out how our accounts payable invoice automation can help you

Our services are flexible, professional and guaranteed to exceed your expectations.

Get in touch

If you are still unsure whether Pearl AP is the right solution for you, get in touch with us and we will gladly answer your questions.

contact us

Start your project today

PA invoice matching explained

Invoices are automatically checked against Purchase Orders (POs), Goods Received Notes and the Purchase Order Requisitions. If everything matches, the invoice is seamlessly uploaded into the financial system, ready for payment.

Working with you, we can help you address your AP challenges and add more business value. Pearl AP creates solutions for all stages of the AP process — from large scale automation across the whole process, to simpler, smaller changes to improve visibility and control.

According to an industry survey, manual Accounts Payable processes are costing businesses on average £2 – £4 per invoice to process and reduce employee productivity by at least 50%. Other research suggests that where invoices go missing or have a complex approval process the costs can be as high as £20 per invoice.

Pearl AP is a web-based accounts payable automation service that improves efficiencies and reduces cost, easy to implement and user-friendly.

The process of Pearl AP


Pearl AP is an accounts payable solution that manages documents that drive AP processes and maximise the benefits of fast, efficient and precise document invoice processing. Regardless of how documents are received (fax, email, post, EDI etc), our solution captures, organises and delivers them, along with supporting content, to the appropriate individuals for review, approval and automated processing.

Data matching

Documents are stored within a central, secure, fully audited electronic filing cabinet. Whether the document is electronic or scanned, we will capture and validate, extracting all the key information, (as well as, if required, capture and extract transactional line items).
Matching the captured invoice data either by downloading the PO file or by linking with the client’s GRN/PO system and where available, automatically adding the GL codes.

Document workflow

Through customised workflow, documents will be automatically routed around the organisation to the relevant individuals and departments by a variety of methods including supplier, contact and transaction value for approval/authorisation.

Employees can authorise a document from their desk or while on the move from any location where they can connect to the internet via a smartphone or mobile tablet.


Once approved, a transaction file will be created, which can be automatically imported into the organisations ERP/finance application. This removes the need for manual input, resulting in the transaction being inputted correctly first time, without error. The document will remain stored securely and easily accessed via the organisations ERP/Finance solution.

Why Choose Pearl Scan?


In conjunction with the EN BS ISO 9001:2005, 27001, 14001 and in-house implemented quality, security and compliance procedures allow us to deliver peace of mind scanning services to our client. We are an approved document scanning and data capture scanning service provider to many reputable health, education, manufacturing, financial, logistics etc. organisations.

    ISO 9001 Registered         ISO 14001 Registered         ISO 27001 Registered         Investors In People         PCI Compliant         Member of IRM     


Founded in 2003, with almost 15 years of valuable knowledge and expertise in delivering successful document scanning and data capture services through the UK to some of the most reputable and globally known organisations.


We operate from a custom built document scanning and data capture centre, which is built around security, safety and confidentiality. The site is monitored 24hours a day by security and CCTV systems.


The document scanning and data capture bureau is equipped with the state-of-the-art dedicated document, Microfilm media, Books and Large Format Plans scanning and capture technology; catering for a wide range of document types and sizes making us a one-stop service provider for scanning and digital conversion needs . We continually invest in our staff training and latest technology to ensure that we are delivering quality and innovations at all times.


Pearl Scan Group has the infrastructure to provide quick turnaround for urgent document scanning needs to taking on a large volume scanning and conversion of documents, microfilm media, books etc. projects. Our document scanning and data capture service centre always run at 80% of its productivity allowing 20% space and resources for on-demand, ad-hock projects.