Are you still printing and scanning PDF invoices from your suppliers?

As of January 1st 2013 the European Union issued new legislation that states companies can now store invoices in the format they are sent.

Having a document capture solution allows you to have invoices sent by email to a specific email address where data capture software will automatically retrieve the email and attachments, read the data and input it into the same flow as your paper invoices. Reducing the time taken, reducing costs and eliminating human error by automating the process.

By removing the need to print the invoice and then scan the document you are cutting down on paper usage.

Encouraging suppliers to send e-invoices by email ensures the process is faster and cheaper.

So how does the document capture solution work?

Data capture software automatically imports email attachments such as invoices, order forms and applications straight into the capture software where information is then extracted and managed.

The software automatically detects any attachment – PDF, XML, TIF, PNG and transfers it to the data capture software. Incoming mail attachments can be approved in a matter of seconds and as each email is processed it is removed from the mail server and archived, there is no limit on the number of invoices or forms entering the system as removing from the server will ensure there is no overload.

Forms processing and Automation 

‘Forms’ captures and processes all types of forms in any format. The software reads handwritten text, machine print, barcodes, check boxes, circles, tables and matrixes.

Automatic forms processing is much faster than the manual keying of information it reduces time and money and the information is accurate.

Automated Document Processing

‘Documents’ automates the processing of incoming email to cut operational costs typically by a third. Staff aren’t tied up in laborious tasks of sifting, sorting, identifying and classifying mail items this task is automatically managed by the process. Any incoming paper mail is added to the scanner without any separator sheets  and the software sorts and classifies the documents. Any electronic documents are easily incorporated into the flow.

Automated import of email attachments

‘Collector’ automatically imports email attachments such as invoices, order forms and applications straight into the capture software where the information is then extracted and interpreted.

Collector detects any attachment PDF, XML, TIF, PNG and transfers it to ReadSoft’s© data capture software.

Statistics on your invoice processing

The web based ‘reporter’ helps you keep track of documents and costs and provides accurate real time information.

Document capture software enables automation of invoices received via email and the benefits include:-

A reduction in handling costs as there is no need to manually check incoming email attachments. As long as they arrive in the correct inbox they are opened and imported automatically

1. The speed of invoice processing is increased because incoming invoices are automatically entered on to the system
2. Improved control as email is sorted automatically and all sender information is retained
3. The software enables capturing of text files, PDF, XML, TIF, PNG from email attachments
4. Importing of emailed invoices into the system is seamless
5. Easy set up
6. Completely transparent
7. Seamless integration with the majority of financial systems

For more information on how to automate your invoice processing and to implement an e-invoicing solution please fill in the contact form and one of our expert advisors will be touch.

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