Electronic documents exchange becomes more and more important. Still, not al your suppliers are able to send electronic invoices. Result? Your company has to process both electronic as paper invoices. Furthermore you don’t have a central archive for all your incoming invoices.

Solution

In order to process and archive your paper invoices henceforth electronically, UnifiedPost proposes tot scan the paper invoices. Once scanned, the documents can be treated the same way as electronic invoices. Distributing the invoices goes much faster. Mistakes due to manual input belong to the past. Paper invoices can be destroyed and all invoices can be kept in a central archive. This way your company is prepared to the digital future!

Advantages of the scan solution

• Time and cost savings during approval of the invoices
• Time and cost savings during booking the invoices
• Fast and easy retrieval of the invoices via different search criteria
• Central electronic archive
• Prepared to the digital future
• Back-up of all your invoices
• Automatic matching of invoices with purchase order
• Paper archive is superfluous

UnifiedPost not only offers a solution to scan invoices, but also for other administrative documents such as contracts.

Overview of the scan solution

How it works

UnifiedPost has integrated the scan software on its communication platform. This way you can scan documents without having to invest in the software and the maintenance thereof yourself.

Its up to you to define which variables (e.g. name of supplier, total amount,…) have to be extracted from the invoice. During the scanning, the scan software recognizes the variables. These variables allow you later on to retrieve the archived documents in one click.

One or more authorised employees can then approve digitally the invoices. Only approved invoices will thus be paid.

The electronic invoice data can immediately be integrated in the ERP system of accountancy software of your company. This results in a lot of time and cost savings as your employees don’t have to manually enter the data. Furthermore your invoices can be automatically matched with a purchase order.

The scanned document will be archived on the UnifiedPost platform. Using different variables, authorised users can retrieve the documents in no time.