Invoice Scanning and AP Scanning
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Accounts Payable Automation with Rillion
At Rillion, we provide accounts payable automation (AP Automation) to organizations in over 50 countries worldwide. Over 95% of Rillion customers feel that the platform fulfills expectations and consider Rillion to be a worthwhile investment, noting its ease of use and great support.
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Eliminate manual data entry of vendor invoices and streamline your accounts payable process.
Automated Invoice Scanning And Data Capture
Invoice scanning refers to the process of scanning paper or emailed invoices. Automated invoice scanning uses sophisticated OCR and capture technologies, eliminating keying in the information.
Automated invoice scanning is a core function and essential piece of automated accounts payable.
It eliminates the need for manual data entry, speeds up the delivery of invoice data to the ERP or accounting system, and boosts productivity.
The term “invoice scanning” (also known as AP scanning) is used interchangeably with invoice capture, a term used to describe the data capture from both physical and digital invoices.
Most invoices companies receive arrive in PDF or another digital format by email. Paper invoices are still in use however, and your capture solution should be able to handle both.
Who benefits from AP scanning software?
Any organization receiving a large number of either paper or electronic invoice benefit from accounts payable scanning software, because:
- it eliminates manual data entry
- reduces manual errors
- speeds up AP cycle times
- prepares the invoice for an approval workflow
“We just didn’t have time to manage all the incoming invoices. But since changing to Rillion, we can manage three times the volume of invoices than our previous AP system allowed.”
How Does Invoice Scanning And Data Capture Work?
Invoice scanning relies on the underlying technology of OCR and capture technology. It can extract all the invoice data from both paper and digital formats. The process looks as follows:
- Capture and extract invoice data from a paper scan, EDI, email, fax or file share
- Validate against databases according to your business rules
- Delivery of data into a central dashboard with approval workflows
OCR Invoice Scanning
Legacy OCR invoice technology is resource-intensive because manual work is involved with these older systems.
Rillion Invoice OCR invoice scanning learns by itself to identify invoices based on layout and stores that information for future reference. It also intuitively maps the data fields in each invoice and stores them in a database.
Paper invoice
For paper invoices, the invoice is scanned by advanced OCR technology that recognizes the layout of the supplier and then extracts important data fields. This process takes only a few minutes and is 95% accurate.
Emailed invoices
Emailed invoices are analyzed in the cloud by the Rillion capture solution. The data is extracted and the software populates data fields in a central dashboard, ready for you and your team to process.
Why You Need Automated Accounts Payable Scanning Software
Most incoming invoices are received in digital formats by email. While this streamlines an organisation’s business process and makes physical storage irrelevant, some challenges remain:
- How to leverage the data in the invoices?
- How to access the key invoice data and move it to where it belongs?
Once the invoice is digitized, the invoice is placed in a central dashboard for finance administrators to review. An automated approval workflow sends non-PO invoices out to approvers. PO invoices are automatically matched to purchase orders and goods receipts.
Invoice capture software, also known as invoice scanning software or invoice recognition software, automates data entry.
For electronic formats, Rillion’s invoice scanning solutions identifies all key data fields in the invoices, extracts the data, and forwards it to your Rillion dashboard.
For paper formats, intelligent OCR extracts the data from the scanned invoice and sends the data to the intuitive dashboard as well.
Benefits of Rillion’s Invoice Scanning Services
Invoice scanning and data capture technology significantly reduces the amount of manual work and allows your AP staff to focus on higher value tasks such as handling exceptions and vendor management. You can expect the following benefits from using Rillion’s invoice scanning services:
- Shorter invoice cycle times
- Increased accuracy of invoice data
- Reduced AP processing cost
- Avoid late and duplicate payments
- Reduce your physical document storage costs
What is invoice scanning?
Invoice scanning refers to the process of scanning and extracting data from either digital or paper invoices for delivery into the ERP or accounting system.
What is OCR invoice scanning and how does it work?
Invoice scanning relies on the underlying technology of OCR – Optical Character Recognition. The technology extracts invoice data from both paper and digital formats. The process is as follows:
- Capture and extract invoice data from a paper scan, EDI, email, fax, or file share
- Validate against databases according to your business rules
- Delivery of data to the central dashboard, ERP or accounting system
Seamless Integration With Your ERP – Invoice Scanning Solutions
Our invoice scanning solution seamlessly integrates with your ERP. That means that everything you do in Rillion is automatically transferred.
Follow a manual added link
For electronic formats, your supplier sends the invoice to a specified email address. Rillion’s solution extracts the invoice data and populates fields in a central dashboard with approval workflows.
Rillion is trusted by banks and financial institutions in the US and Europe. Accreditations in the US include SOC1, SOC2, HIPAA, GDPR, and PEPPOL.
For paper formats, intelligent OCR invoice scanning extracts the data from the scanned invoice and sends the data to the central dashboard with approval workflows.
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Guide: AP Automation
This guide will walk you through AP automation solutions including functionality such as importing invoice data, invoice processing, approval workflow, PO matching, a system for auditing and archiving, detailed reporting, and cost analysis.