Invoice scanning and data capture is a service used by many companies across the UK to save money and reclaim space but more importantly to provide their invoices with better security. You wouldn't stand in the middle of the street announcing your company accounts so why leave accounts payable and purchase ledger information open to prying eyes?
Storing invoices in paper form in filing cabinets, folders and boxes leaves them susceptible to loss, theft and damaged documents. You may think your documents are safely locked away but anyone can find their way into a storage cupboard and rummage through a few boxes without your knowledge. Despite recent hacking news, going digital with document storage provides a much more secure solution, provided it's done correctly. If the passwords are strong and file encryption is of the highest level then you will no longer have the worry of document security on your mind.
To digitise your invoices, you need a scanner with data capture capabilities and a member of staff or two to complete the task. Document management software would also be helpful to keep track of the files once they have been scanned. Alternatively, you could outsource the work to a scanning service. If you receive large amounts of invoices on a regular basis, the latter solution will be the most effective. Scanning services can collect your invoices and scan them using high quality scanners with the ability to scan millions of images. For this reason it would be counter productive to attempt bulk invoice scanning in your office. For help on choosing the right scanning company, check out this useful article. Scanning services should also assist you in setting up a digital invoice processing system for future documents.
While providing you with extra security for your important information, invoice scanning also offers a wide range of other benefits in the form of;
Here at Pearl Scan, we offer invoice scanning and invoice data capture services for companies across the UK wishing to secure their documents for the future. We adapt our service to the needs of our clients providing them with a tailor made solution for their invoice management. To eliminate your worries about data security, we operate from a secure scanning bureau and offer high level encryption services for your scanned files. Your files will also be OCR processed to make them easy to retrieve as and when you need them through simple text searches.
For more information about how you can secure your documents using Pearl Scan's invoice scanning service, get in touch today and receive a free, no obligation quote for your scanning project.