Filing and storage of invoices in hardcopy format for at least 6 - 7 years is a thing of the past. As organisations small and large are switching to the scanning and digital storage of their suppliers invoices, having easy to access digital repository, resulting in operational efficiency and valuable space saving.

Invoice Scanning Services Low cost scanning of invoices to digital format such TIFF, PDF, PDF searchable, etc.

Invoice scanning service provides modern digital storage of scanned invoices, bank statements, expenses and any other accounts payable documentations. Organisations with multiple locations and accounts departments also benefit from a secure and central repository of suppliers invoices either from their local network or a cloud based system.

Our invoice scanning service is flexible and suitable for both low and high volumes of invoices. Invoices can be collected from anywhere in the UK, on a monthly, quarterly or annual basis. These are scanned, indexed, OCR processed and supplied as searchable PDF files or a format of your choice.

As part of our invoice scanning service, if required, we can also provide our easy to use and free of charge invoice storage and retrieval software, Halogen, which is suitable for local network access or our Pearl Cloud system, which is designed for secure cloud based storage and retrieval of invoices – delivering a fully managed end-to-end service.

Some of our clients’ prefer to store their suppliers invoices in their existing ERP system, such as SAP, Greatplanes, Microsoft SharePoint, Sage,etc. If this is a preferred method, then our invoice scanning team can provide the scanned data in the format which is compatible with your back-end system.

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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Invoice scanning for all types and sizes of organistions Traditional hard-copy filing systems are bulky and ineffective

There are many job roles in the accounts payable department that require frequent access to suppliers invoices, account statements, staff expenses, etc. 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 in searching, filing and copying documents.

With our high-speed and sophisticated industrial scanners, our invoice scanning service has become very affordable for companies of all sizes. Our invoice scanning and data capture department can collect your invoices when suitable for you, scan these to digital file format such as PDFs and supply the scanned data on a Disk, USB, Sftp or via Pearl Cloud.

Invoice Indexing Options
To enable easy search and retrieval of invoices, these can be indexed by the following invoice data;

  • Accounting reference number
  • Supplier Invoice number
  • Purchase order number
  • Supplier name
  • Invoice date

Leave old methods of invoice storage behind and embrace modern digital solution

  • Minimum effort from you, all you would need to do is to put the files in a box for us to collect and we will take care of the rest.
  • Invoices are scanned and stored in accordance with the HMRC, PCI and GDPR requirements.
  • Get our free Halogen or Pearl Cloud software to further enhance your digital invoice search and retrieval experience.

Get in touch

To discuss the scanning of your invoices, call us today on 0161 832 7991 or fill in a quick quote form

Get a Quick Quote

Start scanning your invoice today!

Invoices are OCR scanned to text searchable PDF format

Our scanning and OCR of invoices service, enables our clients to search and retrieve documents with ease, using any printed text on invoices, receipts, statements etc. This method of invoices scanning, can make accounts payable documentation text searchable, providing flexible search functionality.

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Importance of invoice processing & scanning

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.

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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.