Processing invoices manually is time-consuming and error-prone. Fortunately, there is a smart solution processing invoices automatically: scanning documents. This technology automates the reading of invoices, saving companies time, reducing errors and providing faster insight into their financial records.
But how exactly does scanning documents work? And how can you use it yourself? In this blog, we explain.
What is scan and recognise?
Scanning documents is software that converts paper or digital invoices into structured data. For example:
- Invoice numbers
- Date
- Amounts (including VAT)
- Supplier data
- IBAN numbers
- Article rules
The software automatically reads the invoice without you having to manually type this data.
How does the process work?
- Scan or upload documentsPolylang
- Paper invoices are scanned.
- Digital invoices (e.g. PDFs) are read directly.
- Text recognition (OCR)
- The software recognises text from the document, even if it is handwritten (depending on the quality and system).
- Data extraction
- The software recognizes important fields such as supplier, invoice date, total amount and VAT specifications.
- Advanced systems use AI or machine learning to recognize unusual layouts as well.
- Validation and verification
- The recognized data is checked for correctness.
- Any ambiguities are highlighted so that you can easily check them.
- Make a booking proposal
- The data can be directly linked to your accounting system.
- The software can often make a booking proposal itself based on the recognized data.
- Save and archive
- The invoice is stored securely digitally, often linked to the correct administrative files.
Benefits of scan and recognise
- Time savings: Less manual input work.
- Fewer errors: Automatic recognition reduces typos.
- Faster insight: Real-time processing of incoming invoices.
- Compliance: Digital archiving often meets legal retention obligations.
- Cost savings: Automation allows the administration department to work more efficiently.
What should you look out for when choosing a scan-and-recognition solution?
- Quality of OCR technology: Can the software handle different formats and layouts?
- Integration with your accounting software: Choose a solution that works seamlessly with your systems (e.g. Exact, AFAS, Twinfield).
- Usability: Is the interface easy for you and your team to use?
- Costs: Some systems charge per invoice, while others work on a subscription model.
Tip: Start small and scale up
If you are new to scan and recognise, start with a few supplier invoices. Test how well the software recognises, correct where necessary and then expand to larger numbers or to more types of documents such as receipts or purchase orders.
With scan and recognise, you take your invoice automatic processing to the next level: less work, fewer errors and more control over your finances. The investment in a good solution often pays off quickly. Especially at a time when digitisation is the standard, you can’t really do without it.
