Invoice Capture and Processing

Our solution will automate your accounts payable process

Our invoice capture solution extracts data into Excel, CSV or PDF, then routes it through automated workflows for approvals, PO matching and faster payments.

Data exports are fully compatible with all systems

ISO 27001, ISO 9001, and BS 10008 certified

Improved efficiency

Confidentiality assured

Optimisation of staff resources

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The Invoice Capture Process

01. COLLECTION

We can set up a dedicated PO box on your behalf, schedule regular collections from your office or storage facility, or receive email attachments to a central inbox, e.g., yourcompany@storetec.net, automatically uploading into MDI Cloud.

02. PREPARATION & SCAN

Invoices are manually prepared, removing staples, paperclips, or any obstructions that could jam the scanner. Our experienced team digitise the mail items, and OCR technology converts the scanned or electronic images into machine-readable text.

03. DATA EXTRACTION & VALIDATION

Data extraction algorithms analyse the text to identify and extract relevant information. The extracted data is validated against predefined rules or databases or a current data set, e.g., matching a PO on an invoice to a PO in the system.

04. DELIVERY

Once the data is captured and integrated, the invoice can follow an automated approval workflow, where it is routed to the appropriate personnel for review and approval via MDI Cloud data and document management system.

What are the benefits of invoice processing services?

Reduce manual processing, improve accuracy, and gain greater control over your finance workflows.

Faster processing

Accelerate the invoice approval and payment process. Invoices can be quickly routed to the appropriate personnel for review, approval, and payment, resulting in faster turnaround times and improved cash flow.

Streamlined process

We will handle the everyday tasks of receiving incoming invoices from your suppliers and importing data into your financial system, meaning you can pay suppliers and generate reports without delay.

Greater accuracy

Remove the risk of overpayments and duplicating invoices, and instil confidence that financial reports and statements are error-free. We continue to invest in the latest automated solutions to achieve accuracy levels up to 99.9%.

Improved visibility

Gain better visibility into your accounts payable processes, identify bottlenecks, and analyse spending patterns, enabling more informed financial decision-making.

Improved efficiency

Automation significantly reduces the time and effort required to process invoices. With this, you can handle a higher volume of invoices without the need for additional staff.

Cost savings

Save on administrative costs. Faster processing and reduced errors can lead to fewer late payment fees and potential supplier discounts for early payments.

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Invoice Capture Technology

OPTICAL CHARACTER RECOGNITION (OCR)

OCR is the recognition of printed or written text by a computer, commonly used to convert scanned invoices into machine-readable text. In the invoice capture process, the OCR engine analyses the invoice image, breaks down each character shape, and matches it against a database of known fonts to translate it into a string of text. This process enables the extraction of key invoice details, such as invoice numbers, dates, and amounts, but without further intelligence, it does not understand context or structure.

Interested in our data capture methods?

We use industry-leading data capture solutions to ensure accuracy and efficiency. Discover more about our data capture methods below.

DATA CAPTURE SOLUTIONS

INTELLIGENT CHARACTER RECOGNITION (ICR)

ICR is a more advanced form of OCR used to improve accuracy and handle more complex data types in invoice capture. It can combine multiple OCR engines to better recognise difficult text and is capable of reading some handwritten information, such as signatures or notes on scanned invoices. ICR can also extract data from barcodes or QR codes often found on invoices, and is commonly used in systems that apply AI or machine learning to enhance recognition and reduce errors.

Interested in our data capture methods?

We use industry-leading data capture solutions to ensure accuracy and efficiency. Discover more about our data capture methods below.

DATA CAPTURE SOLUTIONS

OPTICAL MARK RECOGNITION (OMR)

OMR automates data capture from marked fields on documents, making it useful for reading checkboxes or ticked fields on invoices. In invoice capture, it can be used to identify selected payment terms, approval checkmarks, or predefined options on supplier forms — streamlining data entry where structured marks are used.

Interested in our data capture methods?

We use industry-leading data capture solutions to ensure accuracy and efficiency. Discover more about our data capture methods below.

DATA CAPTURE SOLUTIONS

INTELLIGENT DOCUMENT PROCESSING (IDP)

IDP uses AI to intelligently extract and understand data from documents. In invoice capture, it goes beyond basic OCR by recognising the layout and context of an invoice, identifying key fields like supplier name, invoice number, dates, and totals. It can handle varied formats, validate data against rules (like PO matching), and reduce manual input by automating the capture process end-to-end.

Interested in our data capture methods?

We use industry-leading data capture solutions to ensure accuracy and efficiency. Discover more about our data capture methods below.

DATA CAPTURE SOLUTIONS

Invoice Processing Frequently Asked Questions

Why Storetec?
We pride ourselves on our certified approach, conducting regular audits to meet ISO, BS 10008, and Cyber Essentials Plus requirements. Our experienced team, with a solution-focused culture, ensure the best outcomes for our clients. Our state-of-the-art facilities and cutting-edge equipment enable tailored, efficient solutions. These combined have earned us the title of BPO/Outsourcing/Bureau Business of the Year at the Document Manager Awards for ten years, showcasing our dedication to excellence.
What is OCR invoice scanning?
OCR (Optical Character Recognition) invoice scanning is a technology that automatically reads and extracts key data from paper or digital invoices, such as supplier names, dates, amounts, and VAT details, without the need for manual data entry. At Storetec, OCR is included as standard, and our advanced software can even recognise and extract handwritten information. This ensures high accuracy, helping clients streamline accounts payable processes, reduce admin time, and improve data consistency.
How long to keep accounts payable invoices?
The retention period for accounts payable invoices can vary depending on legal and regulatory requirements, as well as internal policies.
What is the typical invoice processing workflow?
The typical invoice processing workflow includes the following steps:

Invoice receipt

Data entry

Invoice validation

Approval workflow

Payment processing

Archiving and record-keeping
What is an invoice approval workflow?
An invoice approval workflow is a structured process for reviewing and approving invoices before payment. It typically involves routing invoices to relevant individuals or departments for approval based on predefined rules and hierarchies.
What is receipt processing?
Receipt processing is the organised handling of receipts from financial transactions. It involves collecting, categorising, and extracting data from receipts, ensuring they are accurately recorded for accounting purposes.
How to automate invoice processing?
Some ways we can help you automate your invoice processing are:
- Use OCR software to extract data from invoices
- Implement validation rules and verify data accuracy
- Set up automated approval workflows
- Integrate with accounting systems for seamless data transfer
- Develop protocols for handling exceptions
- Maintain audit trails for compliance
How can I be sure my data is in good hands?
We’re aware of how sensitive and confidential your data is, and take enormous care in safely handling such documentation.

Storetec have been certified to all relevant certifications and provisions to validate our efforts in securing our client data, and all of our staff undergo strict vetting processes, alongside signing lifetime non-disclosure agreements, if required.

If in doubt, we welcome you for a tour around our scanning bureau – we know you won’t be disappointed.
Do you cover my area?
The locations we cover include London, Hull, Manchester, Birmingham, Leeds, Liverpool, Newcastle, Bristol, Oxford and Yorkshire. With an internal logistics team, we can facilitate collections all over the UK and worldwide.

Can't find what you're looking for? Get in touch with our team and we'll be happy to help!

Award-Winning Invoice Capture & Processing Services

Over the years we’ve been nominated for and won numerous awards at the annual Document Manager Awards Ceremony including BPO/Outsourcing/Bureau Business of the Year for ten years, Workflow/BPM Product of the Year in 2024 and Storage Product of the Year in 2023.

ACROSS THE UK

Local invoice scanning services

Discover the convenience and efficiency of our local invoice scanning services, available nationwide. At Storetec, we support clients across the UK, including in Hull, Manchester, London, Birmingham, Leeds, Liverpool, Newcastle, Bristol, Oxford, and Yorkshire. With our state-of-the-art technology and experienced team, we ensure a seamless transition from physical to digital.

Invoice Capture and Processing

The Invoice Capture Process

What are the benefits of invoice processing services?

Faster processing

Streamlined process

Greater accuracy

Improved visibility

Improved efficiency

Cost savings