How are CFO’s automating invoice scanning processes?

For many year CFO’s and many other Finance Professionals have been trying to automate invoice processing routines across Finance Departments but kept facing the problem of having to spend time on scanning large volumes of invoices, manually typing in the data and then send the invoices to be approved internally. A fastidious and time-consuming process that was blocking the increase in productivity levels across Finance Departments.

SO, WHAT CHANGED IN THE INVOICE SCANNING PROCESS?

Well, for Sage users the changes happened when Sage Developer, PaperLess Europe, introduced PaperLess Document Management software in the UK and Irish markets. PaperLess invoice scanning manages all the paperwork from scanning and adding electronic documents to automatically capture all relevant data with PaperLess OCR Software to processing the invoices in Sage.

PaperLess introduced the latest methodology Capture>Process>Archive to capture data at the start of the document workflow process so that all paper documents can be digitised and handled more efficiently online.

HOW DOES PAPERLESS FOR SAGE WORK?

PaperLess document scanning digitises your paperwork as early as possible in your business processes saving time and money. Businesses can scan paper directly into PaperLess or drag and drop multiple file types from emails and your computer. The PaperLess edit TIF functions enable businesses to merge, split and re-organise documents electronically so working through a batch of paper documents is quick and easy.

After running automatic invoice recognition, businesses can post accounting transactions with the relevant documents attached directly from PaperLess into Sage 50 Accounts, Sage 200c, Sage 200 Standard, Sage 200 Standard Online and Sage 200 Extra Online.

Efficient document scanning software makes better workflow management. When businesses add a document to PaperLess, the document also has a unique number, which means your colleagues can easily locate a document at a later stage by entering this document’s unique number. Businesses can use the Scanning menu to add one or more documents at a time and control the scanner from PaperLess.

Not only document scanning software, PaperLess is also a piece of document storage software. PaperLess stores all your documents, both accounting and business documents, in separate folders in the PaperLess workspace so companies can keep their data secure.

PaperLess document scanning software uses two layers of OCR (Optical Character Recognition) technology to extract the relevant data from your invoices by using Automatic Invoice Recognition. PaperLess handles multiple suppliers with multiple document formats, and also supports XML invoices. Automatic Invoice Recognition saves time and reduces manual errors so workflow management in your organisation is more efficient.

HOW ARE THE DOCUMENTS STORED AND HOW CAN I RETRIEVE THEM?

The seamless integration between PaperLess Document Management and Sage means that when posting transactions PaperLess automatically links the documents directly to the relevant transactions in Sage. The documents can be retrieved by doing a lookup directly from within Sage meaning no more time wasted on archiving or looking for documents since they will be available directly from within your Sage accounting package.

Documents can also be viewed from within PaperLess accounting archive, this means that non-Sage users or employees working remotely can also easily access all documents they need.

Lookup of documents and the audit trail of the approval process directly from within Sage… Yes, with PaperLess Document Management you have access to the documents and to the complete audit trail of the approval process directly from within Sage. Know who approved what, on which dates and why certain changes were made by doing a simple look-up from within your Sage accounting package.

WILL I STILL NEED TO SPEND TIME ON HAVING MY INVOICES APPROVED?

The good news is that PaperLess provides you with a secure way to ensure that your purchase invoice approval for Sage can be monitored the way your organisation works. Once the approval process is finished you can make a final confirmation on the transactions and amend any accounting lines in the transaction voucher prior to posting into Sage.

There are many benefits to have invoice approval for Sage function in a PaperLess account management solution that also integrates with Sage. This means that any document which requires approval can be tracked through the approval process or even the entire work flow process. All purchase invoices can be managed and approved for Sage within the PaperLess workspace. More importantly, audit trail is clear for all users’ approvals.

What our clients say about PaperLess

“be able to track our invoices more efficiently and with a cost saving to the business...This saves a lot of time trying to find old invoices in the paper archive"

Andrew Barlow, Management Accountant & Acting Financial Controller.

“…the time spent prior to installing PaperLess on processing invoices was lengthy with manually inputting the supplier, description, nominal code and values for each invoice. Invoice recognition does all this for you at a click of a button.”

Kurt Roberts, ACCA MAAT Management Accountant for CPL Training Group Limited

“I personally think it’s great. It allows me to enter invoices without the requirement to manually input all of the data and then refer to archived documents with ease”

Joseph Ryland, UKFast.Net Ltd Finance Director

 “..save £10,000 every year with staff as well as to save employees time spent on processing invoices”

Colin Mayrs, Blair’s Caravans Managing Director

Contact Us

Email: info@paperlesseurope.com

Phone Number: +44 (0) 207 135 2007

www.paperlesseurope.com