Dematerialization of incoming invoices

Dematerialization of incoming invoices (Accounts payable)

As a company, your objective is to decrease the cost of the incoming invoices processing, to easily inject them in your accounting software and to build accessible invoice archives.

As a professional accountant servicing B2B customers (fiduciaire), your objective is to ensure that experienced accountants are allocated to value added tasks and relieved of the basic process of encoding the incoming and outgoing customers’ invoices. Additionally, your company may desire to standardize the flow of invoices received in different formats:

  • Paper
  • electronic in PDF format
  • electronic, as structured messages, but according to different standards (UBL 2.0, e-fff, EDI,…)

And go through without too many difficulties the transition period from paper to electronic document

These are all valid objectives as the incoming paper invoices process can be largely automated. Automated process steps include:

  • determination of the location of the main information area on the invoices
  • scan of the incoming paper invoices
  • character recognition (OCR) in order to extract invoice main information
  • validation of extracted data and creation of indexes
  • integration of the data in your accounting system and posting
  • archiving of the electronic invoices in a structured repository

Tindigo will help you in this project to :

  • Define realistic objectives
  • Decide on the dematerialization strategy: choose between performing all the incoming invoices dematerialization steps internally or outsourcing the whole or part of this process

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Outsourcing the whole or part of this dematerialization process:

As an alternative to perform the dematerialization process (scan, OCR, data validation, possible format conversion) internally, your company may opt to outsource completely this process. This means that you will physically transmit the paper invoices to your supplier and receive them in return after the dematerialization process with their electronic version and the extracted data.

Should you prefer to keep the paper invoices within your company, you can execute the scanning in-house and outsource the rest of the process. You will then transmit the scanned files to your supplier for the OCR, data validation and possible format conversion process steps.

  • Select the adequate technical solution and reliable partner
  • Define the operational organization and work process
  • Support the implementation and coordinate the project and the suppliers work
     See  “Support in project management” »
  • Support the transition to the operational phase (roll out in production)

In addition, Tindigo is in a position to :

  • Offer the service of a partner for structured messages conversion. See “Structured Messages transmission and transformation, EDI” »
  • Help you to recurrently invite your suppliers to address their invoices in a more efficient way (On boarding of suppliers). Doing so, they will increase the efficiency of your incoming invoices integration process.