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Invoice Scan with Ibistic


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Invoice Scan with Ibistic


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INVOICE SCAN WITH IBISTIC

Ibistic Technologies develops and delivers a technical solution for digital processing of invoices which is delivered as SaaS. 


The company has always kept the following points central to its vision and strategy:

  • Contribute to electronic commerce built on EDI (Electronic Data Interchange)
  • Environmental considerations by digitizing information that can be moved from paper
  • Avoid paper waste 
  • Coordinate activities that save companies time and money
  • Contribute to increased focus on the individual's core business
  •  Simplification of business processes

The last point is the basically the reason why Ibistic - as some of the first movers - organised a rational service for collecting and digitising billing and invoice information. Read more about invoicing on this page.


 
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Modtagelse af fakturaer til scanning
 

SCANNING, INTERPRETATION AND VERIFICATION OF INVOICES

MOST INVOICES, CREDITNOTES AND REMINDERES ARE SENT AND DISPLAYED in 3 types of formats:

 

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Paper print - sent by mail

Although it is far from optimal, there are still many vendors who send paper invoices via mail. It causes a lot of extra work and is wasted time and abuse of competence on the part of the recipient of the invoices. In the process of the receival, you must either manually record data and information in the financial system and then approve it on paper - or as the more modern companies do, you can scan the invoices so that they can be uploaded to a content interpretation system for correction of any Interpretation  mistakes - before the invoices can be forwarded for approval and posting.

Avoid low precision of invoice interpretation by doing like Ibistic customers do - let Ibistic handle the whole process: 

  • Mail opening and manual archiving
  • Scan
  • Interpretation
  •  Verification and validation of data

To professionals who have this as their core business. It can not yet be guaranteed that the loaded data is 100% correct - but Ibistic's quality guarantee is 99.8%.

 
 
 
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Via e-mail as a PDF-invoice

There is every reason to consider the environment to avoid paper as a medium: unnecessary, expensive, time consuming and environmentally hostile. Therefore, Ibistic has made it profitable to move from paper to electronic invoices and attachments through: 

  • Invoicedrop.com for receiving invoices in PDF and TIFF
  • E-invoice and PEPPOL document formats and infrastructure

PDF = Portable Data Format

TIFF = Tagged Image File Format (TIFF is also a format that is used the same way as PDF)

What you gain from using the PDF invoice is that you do not have to download and open mail - and instead you download the file from e-mail and save it in a local file storage area, Dropbox, C: \ or a similar place. The PDF must then be downloaded to a system for further processing, as described above. The more advanced ones use a system for:

  • Interpretation
  • Verification and validation of data

For professionals who have this as their core business. It can not yet be guaranteed that the loaded data is 100% correct - but Ibistic's quality guarantee is 99.8%.

 
 
 
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Direct electronic invoice (such as OIOUBL-file/e-invoice, EHF)

Direct digital e-invoices, which are sent in a special file format such as OIOUBL or EHF via PEPPOL. This method is preferable as it is by far the easiest way to receive invoices.

You can find further information about the electronic invoice format here:

 

 
 
 

GEt a better understanding of the scanning, interpretation and verification process- watch the video here

In order for you to get a better understanding of the process, we've put this video out from one of our suppliers - here you get an insight into what the process itself involves.

 

 
 

 

The Ibistic concept

How invoice scan works with Ibistic: 

Ibistics konceptskitse for scanningsprocess
 
 
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INTERESTED IN TRYING THE SYSTEM FOR INVOICE HANDLING?


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INTERESTED IN TRYING THE SYSTEM FOR INVOICE HANDLING?


About registration of invoice data and receival - scanning


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About registration of invoice data and receival - scanning


 
 

 

ABOUT REGISTRATION OF INVOICE DATA AND INFORMATION

 

Here we will focus on the first 2 points. What these two types have in common is that both need to be processed in order to extract the requested data electronically in order for them to be further processed in a decisive electronic invoice management system, ie as part of a digital invoice processing process.

 

 

RegistrATION OF INVOICE INFORMATION CAN BE DONE IN 2 WAYS:

 
Manuel registrering af data

Receival of paper invoices by mail with mail opening and preparation for scanning with removal of staples, paper clips, unnecessary advertising, etc. with scanning of paper for electronic image, TIFF.

 
elektronisk tolkning af indholdet i fakturaerne

Receiving TIFF or PDF via e-mail to invoicedrop.com, where the attached invoice /attached file is automatically lifted by the e-mail, is assigned an ID and sent in a flow for interpretation and verification. Electronic interpretation of the contents of the invoices. Interpretation is done using OCR (Optical Caracter Recognition). It is done in a system that recognises the values that the system must interpret and convert to the text and numbers needed to register the invoices. 

 
 

 
 
 
fælles for modtagelse af faktura til scanning
 

IN COMMON FOR THE 2 FORMS:

Must be interpreted (OCR read).

Data must be verified / validated.

Data can not be guaranteed to be 100% correct. Our guarantee is 99.8%.

Working with this is expensive and time consuming.

It requires special competence and can be outsourced to a professional supplier.

The work is not profitable or provident and should not cost resources today, now that the new formats like the ones aligned with PEPPOL are on the market.

 

 
 

 
 
 
 
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RECEIVAL OF PAPER INVOICES

RECEIVAL OF INVOICES VIA E-MAIL (PDF/TIFF)

 
 

Nationally and internationally, the bulk of invoices are sent in paper format. Ibistic has various associated suppliers that support the services in various areas, and we continuously assess the quality and price of these services.

Because Ibistic has first-line support on our solutions, we are 100% dependent on the quality of these services. Although our warranty is 99.8% accurate data, it is of importance that the quality of the services our suppliers provide is of high. The high percentage of correct data delivery is also due to active cooperation between us and our subcontractors on these services.

 

 

  • Reception, opening, sorting and preparation of the invoices for scanning
  • Invoice Scan 
  • Interpreting / OCR reading of the scanned image (TIFF or PDF)
  • Machine evaluation of transferred data
  • Manual verification and correction of the interpreted data
  • Transfer of the electronic image and the digitised invoice data.
 

All Ibistic's customers have the option of having a separate e-mail address associated with receiving invoices via e-mail. We assign a special xxx@invoicedrop.com address for you. Invoicesrop is a service developed by Ibistic for reception of invoice sheets and attachments via e-mail. This service allows you to scan incoming / received invoices yourself and have them interpreted and verified with high quality at a low price.

Suppliers can send directly to the same address, ensuring that the invoices are delivered automatically in the Ibistic Invoice System in the same way, fully interpreted and verified at the same cheap price. The handling of PDF invoices is in many ways very similar to that described for paper size.

 

  • The attachment contain a scanned image of either a TIFF- or PDF-Format
  • PDF can be more or less open and readable
  • PDF can be generated in different systems and thus variate in quality
  • There are almost 20 different PDF formats. This represents a challenge to the interpretation process. 
  • It also varies if the PDF document is system-generated or if it comes as a scanned image from a random scanner, for example, pulls skewed, scans in color or black and white, etc.