Managing paper copies of suppliers' invoices often creates problems and demands lots of time. Thanks to our scanning solution, your organization need not be encumbered by these burdens. Instead, you get cost-effective routines that free up time and resources. We scan your invoices and transfer them as electronic information into your finance system. By eliminating paper-based document management, employees – especially those in the finance department – can concentrate on value-adding activities. They need not open envelopes, circulate invoices for approval, or search for missing invoices. More effective invoice management reduces administrative costs and thus improves business relations.
From opening mail to archiving
Our scanning solution is a fast, secure, and effective process that transforms paper-based information to electronic information. We tailor our routines and daily management procedures to meet your organization's requirements. The supplier-invoice workflow basically works like this:
- Opening. BGC receives your incoming invoices; we open and sort them.
- Preparing. We sort out erroneous invoices and remove extraneous paper etc.
- Scanning. We scan the paper invoices, i.e., we search for predefined concepts and content that you want to interpret.
- Interpreting. Pre-defined fields are automatically interpreted. Here, invoice information can be validated, for example, to check against a supplier database to ensure that the supplier is approved.
- Verifying. Our operators carefully go through all invoices and correct or complement the content. Erroneous invoices or payment reminders are removed and/or returned to the sender. When invoices are verified, the operator approves the scanning.
- Transmitting. Interpreted invoice information is transmitted as a text file with the accompanying invoice image to your organization for further processing.
- Archiving. If you wish, we can archive the physical (for up to 10 years) as well as the electronic documents. So we can always resend invoices if they're lost. Electronic archiving also functions as extra backup.