We provide secure invoice scanning services to companies in London and throughout the UK. Our service enables accounts payable departments to automate their invoice processing.

AP Automation | Invoice Scanning Services in London

Purchase invoices and accounts files are some of the most extensively used and processed documents today. The way they are handled can have a significant impact on day-to-day accounts and finance operations in your office environment.

We offer cost-effective purchase invoice scanning services to streamline the way that accounts departments operate.

Some of the typical accounts payable invoice documents that we scan include:

Paper invoice document types that we scan and convert into a digital file to automate invoice processing for companies in London and throughout the UK.

  • Purchase invoices (Supplier’s invoices)
  • Supplier’s contracts
  • Purchase orders
  • Goods received notes / PODs
  • Expenses / Receipts

AP automation process

Receiving invoices

We can set up a dedicated PO Box to receive your paper invoices, while assigning an email address for you to receive electronic versions.


Our experienced scanning team will scan your paper invoices into electronic formats and check the ones received electronically for image validation.

Data extraction

Depending on individual requirements, we will extract the data from each invoice and present it in a readable format, such as CSV, XML, Excel etc.


Our AP automation service is able to sync with backed ERP system and exchange the information, to reduce retyping of the data.

GL coding

GL coding can be automated via our integrated services, however if it is not feasible this can instead be coded manually.

Exceptions handling

We will check the extracted data from invoices to ensure there are not duplicates, unmatched data or any other rules required by our client.

Supplier portal

We can reduce the time for supplier related queries by automating the exceptions relating the suppliers, providing full visibility to their invoices.

Three way matching

We can automate the three way matching by cross checking the invoice data to the PO & GRN system and if all matched, the transaction can be automatically sent for payment approval.


Accounts payable department will receive real-time reports of a clear view of each process of the workflow, improving audit, query and quality control

Invoice scanning solutions

Our purchase invoice scanning solution is created exclusively with the need of AP (Accounts Payable) departments in mind. It is designed to reduce time spent searching for paper invoices and to help reduce space that is taken up by filing cabinets and boxes in the office.

We scan and index suppliers purchase invoices in a way that is familiar to the accounts department, while making them easier to find and use.

Indexing options for efficient invoice processing

Our invoice scanning captures the information from your invoices which is used as search indexing options.

Indexing of invoices can be carried out as below:

Folder level - Information captured from the folder cover or spine etc.

Invoice level - Information captured from each invoice, such as reference number, supplier invoice number, invoice date etc.

OCR invoice scanning

OCR (Optical Character Recognition) can be applied to your scanned invoices which is the process we use to make documents fully text-searchable. OCR is useful if you want to search within the documents, going beyond the standard indexing parameters.

Free invoice management system

Our cloud-based storage and retrieval software provides efficient invoice processing for accounts payable departments in London and throughout the UK.

Our invoice cloud-based storage and retrieval software Halogen has a user-friendly interface which makes search & retrieval easy and instant. Halogen is packed with many useful features including free text search using OCR Search, sharing, print, export, or email creation all from one screen.

The benefits of invoice scanning

Companies with accounts payable departments in London and throughout the UK can reap the benefits when using our cost-effective Invoice scanning solutions.

  • An overall productivity boosts.
  • Finding invoices becomes easier and faster than ever.
  • Time-consuming tasks take seconds.
  • Reduces physical storage when using digital files.
  • Costs cut on storage.

Digital mailroom solutions

We also offer a digital mailroom solutions service where invoices are either collected or your supplier’s can send these to a dedicated PO Box set up for you. We open, sort, scan and capture the required data which is then sent back to you within the 24 hours and disposing of the originals after an approved period.

We also offer other cost cutting scanning solutions and scan a wide variety of documents including HR files, PODs (Proof of Delivery), medical files, legal files, large format documents, microfiche and microfilm, SharePoint.

Contact us today

Contact us today with your invoice scanning enquiries by phoning 0207 183 1885, emailing This email address is being protected from spambots. You need JavaScript enabled to view it. or using our online Contact Us Form.

A free trial

A free trial of our document scanning and data capture services in London, Manchester and throughout the UK.

We offer a free trial of our data capture and scanning services in London to prospective clients as proof of concept. Find out more:

0207 183 1885

[email protected]

Contact us online

Why choose Pearl Scan

Document scanning | Audits

We are backed up by external quality and security audits. Our operations have been audited and approved by many NHS, Local Authorities, Private blue chip companies and we pride ourselves on the high levels of quality and security we provide to each and every one of our clients.

Our data capture and document scanning services offered in London are accredited to industry standards.