Accounts Payable Scanning Services
Turn invoice overload into structured, ERP-ready data.
Invoices arrive in every format: paper, email, fax, portal downloads. Our AP scanning services capture them all, extract the data your ERP needs, and deliver records ready for processing. Stop keying invoices manually and start closing your books faster.
What's Slowing Down Your AP Department
Paper and manual processes create costs that show up everywhere except the invoice.
Too Much Manual Data Entry
Staff key the same fields over and over: vendor name, invoice number, amount, date, line items. Each keystroke costs time and introduces errors that cause payment problems downstream.
Invoices Lost or Delayed
Paper invoices get misrouted, sit in inboxes, or disappear entirely. Late payments damage vendor relationships and forfeit early payment discounts that go straight to your bottom line.
Audit & Compliance Gaps
When invoices live in filing cabinets, pulling documentation for audits becomes a scramble. Missing or misfiled records create risk and waste hours of staff time.
How AP Scanning Works
A streamlined process that gets invoice data into your systems quickly.
Setup
We configure extraction rules for your invoice types, map data fields to your ERP, and establish delivery workflows.
Capture
Invoices are collected via mail routing to our facility, on-site scanning, email monitoring, or a combination based on your invoice sources.
Extraction
AI reads each invoice and extracts header and line-item data. The system learns your vendors over time, improving accuracy with volume.
Validation
Extracted data is reviewed, exceptions are resolved, and records are prepared for delivery.
Delivery
Invoice images and structured data are transmitted to your ERP or AP system, ready for matching and approval workflows.
Archive
Processed invoices are indexed and stored for instant retrieval whenever you need them.
Ready to automate your invoice processing?
Tell us about your AP volume and systems. We’ll show you how scanning and extraction can reduce processing costs and accelerate your payment cycles.
What's Included in AP Scanning Services
A complete solution from document capture through ERP integration.
Multi-Channel Invoice Capture
Paper invoices scanned at our facilities or yours. Email invoices pulled automatically from AP mailboxes. Faxes and portal downloads captured and consolidated. Every invoice enters the same digital workflow regardless of how it arrived.
AI-Powered Data Extraction
Intelligent document processing reads invoices and extracts header and line-item data: vendor, invoice number, PO number, date, amounts, tax, line descriptions, and GL codes. No templates required for new vendors.
Human Validation
Our team reviews extracted data and handles exceptions before delivery. Illegible documents, unusual formats, and low-confidence extractions get human attention so your team doesn’t have to.
ERP & Workflow Integration
Structured invoice data delivered directly to SAP, Oracle, NetSuite, Microsoft Dynamics, or your AP automation platform. We match output formats to your system requirements for seamless processing.
Searchable Invoice Archive
Every processed invoice is stored as a searchable digital record linked to extracted data. Pull any invoice instantly for audits, disputes, or analysis without digging through boxes.
Security for financial documents.
Invoices contain vendor banking details, payment terms, and purchasing data worth protecting. Documents are processed in SOC 2 Type II certified facilities with encrypted transmission, access logging, and strict controls over who handles your financial records.
Frequently Asked Questions
How does invoice data get into our ERP?
We deliver structured data in formats your system accepts: EDI, XML, CSV, or direct API integration. Fields are mapped to your ERP’s requirements so invoices flow into your existing approval and payment workflows without manual intervention.
Can you handle invoices from any vendor?
Yes. Our AI-powered extraction works across invoice formats without requiring templates for each vendor. The system learns your vendor base over time, and human validation handles exceptions for unusual formats.
What about invoices that arrive by email?
We monitor your AP mailbox and automatically capture invoice attachments. Email invoices enter the same extraction workflow as scanned paper, so all invoices are processed consistently regardless of how they arrive.
Do you handle line-item extraction?
Yes. We extract both header data and line-item details including descriptions, quantities, unit prices, and amounts. Line-item data supports three-way matching against POs and receiving documents.
What happens to our paper invoices after scanning?
You choose. We can return originals, store them securely, or destroy them after a verification period. Most clients move to destruction once digital records are validated, eliminating ongoing storage costs.
Can you handle international invoices in different languages?
Yes. Our extraction supports invoices in multiple languages and currencies. Let us know your vendor geography during setup so we can configure the system appropriately.
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