Every single step in the processing of invoices in the accounting department should be rationalized, if possible – automated. Such optimizations aim to improve results, accuracy and improved peer relationships. The scanning invoice software is a specialized technology that has been developed to make the import and archiving of company invoices easy, fast and convenient for all parties involved in the process.
In order for this process to be possible to implement, it is necessary to set criteria, which leads to the digitization of paper documents. The next step is to sort these same documents which can then be accessed without wasting valuable time. Smart Soft have taken care of modern business by developing software for automatic scanning of invoices – easy to integrate and extremely convenient to work with!
What is automatic scanning and archiving of invoices?
Invoice scanning software is associated with many benefits. On the one hand, it saves valuable time, and on the other, it eliminates the possibility of making trivial mistakes as a result of manual processing. Why should the company’s reputation be compromised in this way, since there is already intelligent technology to optimize such activities? Smart Soft offers to the attention of users software for automatic scanning and archiving of invoices.
Such innovative developments cover the basic needs of modern business in terms of proper accounting. Scanning and submitting invoices in an electronic version, extracting fields of key importance, classifying based on preliminary criteria and reducing time and errors – all these moments are among the reasons why more and more companies choose similar technologies.
What the process involves?
Software solutions such as automatic scanning of invoices ease the work of accounting department employees and bring numerous benefits to the business as well. The process includes the following steps:
- scanning paper invoices or importing PDF formats – the technology can handle both types of documents perfectly. Its settings allow achieving good results not only with PDF invoices, but also with the receipt of scanned documents on paper;
- data reading – data capture is carried out by extracting information from two main fields such as supplier and invoice number using a template for this purpose. When a new invoice arrives, a new template is defined, as this step happens thanks to the localization of text by the software. Over time, every single invoice that is sent from the same supplier is processed automatically;
- save invoices in PDF format – after the document is processed, it is saved in PDF format, which makes it possible to find the information easily afterwards. It is stored in a predetermined folder where the invoices are saved.
The process of scanning company invoices can be streamlined and this can bring dozens of benefits to the company. The technology for the optimization of such tasks relies on the extraction of important fields of digitization of the incoming documents, as the conversion of the paper invoices in an electronic format makes it extremely easy to find them afterwards.
Advantages of the technology
Before moving on to integrate any technology into company structures it is important to identify its key advantages and disadvantages if any. When it comes to automatic invoice scanning, it is good to say that the software not only saves a lot of time but also comes with many other advantages:
- convenient interface – the technology of Smart Soft for automatic scanning of invoices is developed in such a way that no prior training is required to work with the interface. Physical human intervention (manual work) is when some verification has to be done or some additional adjustments have to be made in order to improve the results;
- automatic finding of the important fields in the document – Smart Soft Invoice Scanning is designed to fully automatically detect two key fields – the document number and the vendor name. Thus, archiving and sorting the document becomes easy and in a short time as well;
- OCR technology for higher accuracy – the processing of documents is significantly accelerated and the making of mistakes related to the amounts owed is minimized. Smart Soft Invoice Scanning takes into account the specifics of invoices, which makes their processing extremely precise;
- possibility of several invoices at the same time – when the user wants to process several documents at once, it is necessary to load a list of the desired files and then use the available functionalities. The final step is to export the ready documents.
The list of benefits of using invoice scanning software is really long – convenient interface, easy work with the technology, the possibility of personal settings for even better results and so on. If you want every single stage of working with documents to be maximally optimized, smart software developments are your option to achieve it with minimal effort.
How it saves time?
Everyone knows that manual processing of documents can take a relatively long time. Activities such as extracting data, organizing files by type, scanning and analyzing information – why waste unnecessary time when smart software technology is available to streamline the work process? And when it comes to scanning invoices, the software again makes a big contribution to the good results.