Accounting Document Scanning Services
Clear out the paper trail and modernize your financial workflows. We convert high volumes of invoices, receipts, and ledger archives into structured digital data. Your finance team gets instant access to the information needed for faster month-end closes and reporting.
The paper bottlenecks slowing down your accounting
Physical records create friction during tax season and daily processing. Here is how we fix the most common accounting document problems.
Lost time on manual invoice entry
Typing vendor data from paper into your system is slow and leads to costly payment errors. Our automated extraction captures line-item data instantly. The system pushes this data directly into your ERP to speed up your approval cycles.
Expensive storage of legacy ledgers
Paying to house boxes of old tax records is a drain on your budget. Digitizing your archives allows you to reclaim office space. You can securely destroy the paper once the digital version is verified and compliant.
High stakes during tax and audit season
Searching for paper audit backup creates unnecessary risk and stress. Digital records allow you to search by vendor, date, or amount. You can find exactly what you need in just a few clicks.
GETTING STARTED
How accounting scanning projects work
Thirty years of experience handling sensitive fiscal records has helped us perfect this secure process.
Discovery Phase
We review your document volume and system requirements to build a plan that fits your specific tax and retention needs.
Secure logistics
Files move to our certified facilities under a strict, documented chain of custody and full tracking visibility.
File preparation and repair
Staff remove staples, flatten folded documents, and organize files to ensure every image is clear for the scanners.
Industrial digitization
Production scanners capture every page at high resolutions to meet strict archival standards for federal and state compliance.
Quality check
Data specialists manually verify captured information to fix errors and ensure records meet strict audit and reporting standards.
Encrypted delivery
Encrypted records and validated data flow directly into ERP or OnBase systems, with physical media options available.
Ready to digitize your accounting records?
Start with a project assessment to clarify costs and timelines. We help finance teams turn paper archives into accessible digital assets to improve audit readiness and reduce storage costs.
COLLABORATIVE PROBLEM SOLVING
What's included in financial document scanning
A complete digitization service designed to move your financial archives from the warehouse directly into your primary accounting systems.
Managed logistics and tracking
We transport records to our SOC 2 Type II facilities in PA, IL, or TX. We log and track every box throughout the journey. This process provides the high security and visibility required for sensitive tax information.
Automated financial data capture
PageIQ identifies document types and pulls metadata like invoice numbers automatically. This technology eliminates the need for manual tagging. Your team can search the entire archive by any field you choose immediately after processing.
Precision production scanning
Our high-speed equipment processes thousands of financial pages daily. We capture clean images of everything from standard invoices to oversized spreadsheets. We also handle old bound ledger books that require special care during conversion.
Expert data review
Human specialists review extracted data to ensure absolute precision before it enters your system. This manual check catches handwriting errors and complex fields. Your financial reporting data remains flawless and reliable for audits.
Direct integration with your ERP
We format digital files for immediate ingestion into OnBase or your current ERP. Our team handles the field mapping. Your records land exactly where they need to be to support your existing AP workflows.
Security that protects your financial data
Safeguarding fiscal information is a top priority. Our framework includes SOC 2 Type II and ISO 27001 certifications, 24/7 facility monitoring, and background checks for all staff handling accounting files to ensure total data protection.
Frequently asked questions
What types of accounting records do you handle?
We scan every document your accounting team touches daily. This list includes purchase orders, expense receipts, tax filings, and accounts payable invoices. We also digitize legacy formats like bound general ledgers and microfilm to make your entire historical archive searchable and easy to access.
How is sensitive financial data kept secure?
Security is a fundamental part of our standard operating procedure. All facilities hold SOC 2 Type II and ISO 27001 certifications to guarantee data protection. Every staff member passes a background check. Your sensitive ledger data remains encrypted and tracked from the moment of pickup.
How are records with strict retention rules managed?
We strictly follow IRS guidelines and your internal retention policies during the process. You can choose to have original documents returned, stored securely, or shredded after scanning is complete. We provide a formal certificate of destruction to prove compliance with your mandatory holding periods.
Is data delivered directly into the ERP or accounting system?
We create searchable PDF files and structured data exports for easy system integration. The metadata matches the specific fields in OnBase, NetSuite, or your current ERP. This format allows your invoices and records to load directly into your accounts payable workflow without manual data entry.
How long does a typical scanning project take?
The total project time depends on your box count and data extraction needs. We provide a specific schedule after we review a sample of your files. Our team can also fast-track priority batches to get critical tax documents online immediately for an upcoming audit.
Is scanning available for daily incoming invoices?
Our digital mailroom service processes your incoming mail every single day. We scan and index invoices immediately to route them to your AP department. This workflow eliminates paper backlogs and gives your team instant visibility into cash flow and pending liabilities across the company.
INSIGHTS
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