Scan & Capture Solutions

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Make invoice handling a paperless process

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Scan and capture solutions convert paper invoices into electronic ones. When invoices are processed electronically, organizations improve controls, visibility and efficiency.

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Organizations that use scan and capture solutions typically see shorter invoice cycle times, higher matching rates (matching invoices with purchase orders). They also pay fewer late payment fees, and are able to take advantage of more early payment discounts. Basware offers two scan and capture solutions – choose the one that best suits your needs. Outsource the entire process to Basware Scan & Capture Service, or do it in-house with Basware CloudScan. Read more about these options in our factsheet.

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How Scan & Capture will benefit your business

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With Basware, scan & capture is a flexible solution to your paper problems. Basware Scan & Capture Service is a global service that allows you to fully outsource the reception, scan, capture and validation of all of your invoices after which we send them to you as e-invoices. Need to handle paper (or pdf) invoices locally? Basware CloudScan is a light, easy-to-use cloud service that gives you the flexibility to self-validate the invoices you scan or send them to us for the heavy lifting.

  • Take control of your process: Manual paper invoice processing is the most error prone way to handle an invoice. Scan and capture allows an electronic process which can rely on business rules to streamline and simplify the process.
     
  • Better cash flow visibility: Scan and capture brings your invoices directly into your ERP or AP system. This allows pre-booking and visibility of future cash flow requirements from the moment the invoice enters your system.
     
  • Save time and money: Processing invoices electronically will save you approximately 60% on every invoice processed. With a faster more automated process possible, key people will have more time to spend on value adding tasks.
     
  • Capture more early payment discounts: With scan and capture and an electronic process, your invoice cycle times will become much faster. This opens the door to capturing discounts through early payment programs.

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Related Components

Paper invoice scanning

Take advantage of our fully outsourced scan, capture and validation service – or do it in-house using our CloudScan solution.

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Take advantage of our fully outsourced scan, capture and validation service – or do it in-house using our CloudScan solution.

Outsource: To deliver 100% e-invoicing from day one, Basware offers an outsourced scan, capture and validation service that turns all your paper invoices into e-invoices. Get rid of manual processes immediately to help drive significant value to your accounts payable function. 

In-house: You can also choose to scan invoices locally with Basware CloudScan. With CloudScan, you scan the images yourself, and we take care of the data capture and validation. Alternatively, you can do the validation yourself. 

Find out more about our scan and capture solutions >> 

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Basware Network

When you work with Basware – the world becomes your oyster. The Basware Network is an open B2B ecosystem that allows all companies – buyers, suppliers and partners – to benefit from connected global commerce.

 

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When you work with Basware – the world becomes your oyster. The Basware Network is an open B2B ecosystem that allows all companies – buyers, suppliers and partners – to benefit from connected global commerce.

 

It’s easy to join and even easier to discover partners, invite new customers and expand your commercial reach – that’s the network advantage.
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Integration with any invoice processing system or ERP

Basware provides you with a single, central access point through which to receive all your purchase invoices as true e-invoices. We validate and convert the invoice data for you before pushing the invoices into your chosen accounts payable (AP) automation platform.

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Basware provides you with a single, central access point through which to receive all your purchase invoices as true e-invoices. We validate and convert the invoice data for you before pushing the invoices into your chosen accounts payable (AP) automation platform.

The connection between Basware and your accounts payable system can be implemented through a simple connector app, or using standard EDI data transfer protocols. We ensure that you do not have to make changes to your current systems. We will handle all your data validation according to the rules of your business and the relevant local laws. We will also make the invoice format conversions required to deliver e-invoices as you prefer, with full visibility provided through an online monitoring report.

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Accelerated supplier onboarding

Our global supplier activation services rapidly transitions paper senders to true e-invoice senders.

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Our global supplier activation services rapidly transitions paper senders to true e-invoice senders.

We offer a number of self-service options to reach out to your suppliers and convert them from paper to e-invoices. 

Alternatively, our Global Activation Team can tailor a program just for you. Together, we will segment your suppliers, define the best way to contact them, and suggest the right e-invoicing solution for them. Your top suppliers will be contacted personally, while smaller suppliers will be contacted through digital marketing with easy options for sending e-invoices. Our activation teams can cover your suppliers across the world from our offices in Europe, US and APAC.

 

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e-Invoicing solutions for suppliers

The challenge in getting all your suppliers send e-invoices is that no one size fits all. That’s why we have different solutions for your suppliers to get started with e-invoicing easily.

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The challenge in getting all your suppliers send e-invoices is that no one size fits all. That’s why we have different solutions for your suppliers to get started with e-invoicing easily.

Larger companies typically prefer sending e-invoices directly from their billing system. Small and medium-sized businesses prefer to use email, PDF e-Invoice, or the Basware Network’s portal. Regardless of how your suppliers send their invoices, you will receive them electronically. 

Download Basware PDF e-Invoice factsheet

Read our white paper: Top 5 Tips for Supplier-Powered E-invoicing to find out more about how suppliers hold the key to CFOs realizing the full potential of e-invoicing.

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Tax compliance assured

Guarantee integrity, authenticity and legibility with Basware global e-invoicing services.

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Guarantee integrity, authenticity and legibility with Basware global e-invoicing services.

Compliance refers to the obligation for invoices to accurately reflect the supply of goods and services. It also covers the authenticity of origin, the integrity of content and the legibility of invoices from their issue date until the end of their storage period. Whether business controls, EDI or digital signatures are required to ensure compliance, Basware has it covered.

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Packages

Packages Title: 
Scan & Capture Solutions

Description: 

Basware offers two scan and capture solutions – choose the one that best suits your needs. You can also choose one of our more advanced e-invoicing packages.

Basware Scan & Capture Service

Outsource scan & capture

For those who want to fully outsource the entire scan and capture process.

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  • Fully outsourced global scan & capture service
  • Basware receives, opens, sorts and scans the paper invoices
  • Invoice data captured at header or line level
  • Data validation done by Basware
  • Data sent to you via Basware Network
  • Once scanned, invoices are archived, returned or destroyed
  • Supplier Activation by Basware (optional)

Basware CloudScan

For in-house scan & capture

If you need to handle paper (or PDF) invoices locally, scan them in-house. Basware takes care of the data capture.

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  • You receive paper (or PDF) invoices
  • You scan documents using any TWAIN-compliant scanner
  • Header or line-level capture done by Basware
  • Validation by Basware (or self-validate)
  • Data sent to you via Basware Network
  • Storage by Basware (optional)
  • Supplier Activation by Basware (optional)

Free implementation advice

Give us some contact details and we can arrange a call to discuss your exact requirements with no obligation.

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Basware 100% paperless

Knowledge center title: 
More information on e-invoicing from our Knowledge Center