We offer tailored supplier's / purchase invoice scanning services, as well as data capture and digital document management solutions for accounts payable departments, adhering with the HMRC guidelines for statutory requirements.
Our expert invoice scanning and data capture services are designed to fit organisations of all types and sizes, who are looking to adopt digital invoice storage and retrieval solution. Whether you are looking to scan invoices or receipts into excel spreadsheet or a digitise your accounting records, we will work with you to find the best solution. As well as providing a straightforward invoice scanning for electronic archiving needs, our bespoke data capture services at the line item level can extract data from your invoices to Microsoft Excel/CSV/XML formats and e-invoicing.
Our invoice scanning solutions are flexible and tailored to suit individual needs of various accounts payable departments. We also work with major third-party ERP systems such as Sage, SAP, Microsoft Dynamics, SharePoint, PS Financials, Pegasus, Exchequer, Oracle and SunSystems, etc. and can integrate both the scanned invoices and captured data in accordance wit each organisations’ workflow requirements.
This can be broken down into the following categories;
Backlog – if you have a backlog of invoices we can collect these as a one off bulk collection from your offices anywhere in the UK.
Going forward – Depending on your volume and requirements, these invoices or accounting records can be collected annually, monthly, weekly or daily.
Digital Invoices – Any invoices which are sent to you via email can be forward to us via a dedicated email account setup for you for processing.
We can scan and convert invoices to any required digital file format such as TIFF, PDF, Text Searchable PDF and depending on your storage and retrieval needs, invoices are scanned and indexed by your chosen criteria, for example;
Once scanned and indexed, invoices can be supplied as PDFs stored in folders as per their original filing structure or our clients can choose our complimentary digital invoice storage and retrieval system as below;
Our clients can also import the scanned invoices into their existing accounting / ERP system, however sometimes it is easier and more cost effective to keep the storage of digital invoices in a separate location.
OCR (Optical Character Recognition) enables digital invoices to be presented in a searchable format. This helps the accounts payable department to search and retrieve invoices using invoice keywords e.g. reference number, description, item details and currency value, etc. which in result reduces significant invoice retrieval time and cost, increasing overall efficiency of your accounts payable department.
We have a large capacity to scan bulk backlog as well as daily processing of invoices, with a turnaround of as fast as 4 hours. This enables our clients to outsource their daily scanning and capturing of their invoices without any downtime. Our fast turnaround can also help accounts payable departments to process invoices and payments quickly to gain supplier early payment discount, which for large volume can sometimes pay for the scanning cost itself.
Our invoice scanning and processing facility has been custom built around security and data confidentiality of data, accredited to PCI, ISO 27001, ISO 9001, and Cyber Security Essentials. Our premises are equipped with the state of the art 24/7 CCTV security and Red-Care systems. The site is also monitored by professional security personnel and all our employees have been vetted through a rigorous screening process.
Once the scanning process is completed and data has been delivered, the original invoices can be shredded in accordance with the HMRC guidelines and BSI standards. Originals are only shredded upon client’s approval and after an agreed period of time, however if the shredding is not required, we can either return or store your invoices for a longer period of time, depending on individual requirements.
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.
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.