It’s crucial to understand exactly how invoices are moving through your company. Consider where the invoice is received, how it is sent to accounts payable (AP), how it is validated, and how long the process typically takes to complete. How should a bill be handled?

To get rid of them, it’s important to know what causes bottlenecks, delays, and costs when they happen. You’re likely to discover chances for improvement when you examine your present practices.

What Exactly is Invoice Data Capture?

Entering invoice information such as

  • the invoice number
  • the supplier’s name and address
  • the project’s details
  • the PO number

and other crucial elements are known as “invoice data capture.”

Usually, organisations manually compile this data into spreadsheets or paper ledgers.

Depending on the size of the company, this process is run by a procurement team, a manager, or a C-level executive. They put together organized, semi-organized, and unorganized data from different sources into a single format.

Automated invoice data capture

involves automatically extracting the necessary data from invoices using turnkey or custom programmes.

With these solutions, vendors can either enter invoice information into a self-service site or use an online tool like Graip.AI to scan incoming invoices and turn them into processable data sheets.

Because the data moves quickly through their procurement systems, they save time and money.

Automated invoice data capture cuts down on mistakes and makes information clearer by getting rid of the part of the process where people enter data by hand.

Beyond cost savings, reducing errors in your invoice processing process adds value. Without errors or delays, your employees, clients, vendors, and consumers will all have better interactions with your business, which will keep them coming back for more.

Ultimately, optimizing your invoice data capture will help your entire company.

How Graip.AI automation can Transform your Invoices

  1. User Uploads files 100s or thousands of them from a personal computer OR Send these files to an email address specifically generated for him by Graip.AI.
  2. Once the system receives the files in jpg or pdf format, the process starts. You can view each invoice in “Processing” status.
  3. It will take only a few seconds for Graip.AI to process data onto the predefined fields. For ease of use, each data field is highlighted in varying colors enabling you to quickly get hold of the most important data.
  4. You can add or delete any data like vendor name, approval email, serial number etc,
  5. For any unrecognizable invoice format, you can review and keep the important data in just a few clicks.
  6. Done? You can download all the data into a single file

Alternatively, you can use an API to send data into your accounts payable system.

Ending Notes

The biggest benefit of Graip.AI is that you will get an eagle’s eye view of everything happening in finance. There is no need to go back and forth for each individual vendor or supplier or cross-reference their invoices anymore.