Administrative steps like invoice scanning are normal in business sectors and government agencies. At first glance, this accounting operation does not represent anything complicated or difficult to perform, but the truth is that it can take a lot of time and unnecessary effort from employees. For that reason, the use of software to automate this type of administrative activity is very useful from the point of view of the time that can be saved and to the fact that employees can engage in other, more important activities that bring dividends to the company.

Automatic invoice scanning technology – introduction

Software solutions such as automatic invoice scanning technology help businesses grow and become more functional. Even though at first glance this digital instrument may not seem very important, over time it turns out to be exactly the opposite – the company’s employees have a chance to free up valuable resources such as both time and money, which can then be directed in other directions. Isn’t this beneficial to the company in many ways? To make it even clearer what automatic invoice scanning software exactly is, see the following:

• performing several steps at once – after the documents are scanned, they are imported and archived. This is done thanks to predefined criteria based on the personal needs of the company – such features make operations much more personalized and efficient, as the results for the company are extremely positive in the long term. It is important to say that with the help of this software, it is possible to convert paper documents into PDF format and in this way, they can be processed much more easily and with high accuracy;
• less time to work, fewer errors in information processing – both are fundamental when it comes to processing documents of any type. When we spend a lot of time in activities such as scanning, extracting data, and then archiving the information, this prevents us from giving our best to other things such as business analysis and strategy;
• saving space and valuable time – the good news is that we have control over both, as we can achieve best results with the help of automatic invoice scanning software. As we said before, with its help, we can perform steps such as scanning, importing, archiving, extracting key fields from the document, as well as classifying. The good news is that all of this can be accomplished in minimal time. Let’s not forget the fact that software developments like these make it possible to save on physical space – the end of the pile of documents, where we always run out of space to store them.

It is clear that technology has top advantages that you will be convinced of if you decide to implement in your company’s structure a more effective and rationalized work process. The technology is exclusively available, and is suitable for companies and individuals. In addition, it does not require special training for the team of employees, and it is very easy to set up according to the company’s needs.

What steps does the process of scanning company invoices include?

The process of automatically scanning documents such as invoices is multi-layered and involves several steps. Here they are:

1. Import of invoices in various formats – it doesn’t matter whether the document is in electronic form or scanned, because the automatic scanning software will process all types with precise accuracy anyway.
2. Intelligent data extraction – this is another step, part of the automatic invoice scanning process. Data extraction is performed by reading two main fields in the document, as well as based on a special template. It is also possible to generate a completely new template by localizing the text areas.
3. Export of received and processed information – when all the previous two steps have been completed, it is time for the information to be archived. The scanned invoice is saved in PDF format, which allows for its quick and easy finding in the future. Its archiving also occurs based on the extracted information, which the program analyzes and processes in details.

Each of the described steps is important for maintaining accurate accounting. When invoices are scanned and processed automatically, the chances of achieving high accuracy and efficiency are more than real.

What advantages does the technology have?

You have certainly already seen the advantages of automatic invoice scanning software, which is being used in more and more business areas. The first thing worth mentioning is the user-friendly interface, which makes using the technology very enjoyable. In this case, there is no need a special training to be conducted in order to achieve the desired results related to document processing. Other top advantages of the technology are the direct connection to the scanner and the automatic finding of key fields in the document.