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Invoice Processing Services

Cleardata provides professional invoice processing services throughout the UK in a secure bureau.  We offer digitisation, intelligent data capture, validation, classification, exception management and workflow solutions. We can handle paper, digital and e-invoices.

Automated Invoice Processing

Automated invoice processing helps to save a serious amount of time and money, compared with manual paper processing, creating efficiencies and increasing the accuracy of captured data. Electronic invoicing is rapidly growing, with the UK Government consulting on new regulations for the future, so it's time to get your business ready.

Cleardata has invested in Tungsten Automation, Kofax KTA software, a cloud based solution, allowing us to offer an outsourced scanning and intelligent capture service, with the ability for your accounts payable teams to process at your own location. 

  • Omni channel invoice capture - Capture from the original invoice source e.g. email, electronic image, e-invoice or paper copy.

  • Extraction - Automatically extract key information from your invoices for import into financial systems. 

  • Validation - Validate your invoices and check invoice data against existing data files.

  • Automate exception handling - Match and check the PO to ensure invoice matching and flag exceptions. 

  • Workflow management - Manage the complete lifecycle of your invoices, from exception management to management approval with generative AI assistance available.

  • Reporting - Full reporting capability to manage your SLA’s. 

  • Integration - Output financial data in a format compatible with your existing financial systems, with ready to use APIs and integrations available to automatically connect with Finance Enterprise Resource Planning (ERP) systems. 

Save 20% of time!
Automate your invoice processes

Accredited and Trusted

Our Process

Cleardata ‘s automatic invoice processing services include digital mailroom, invoice scanning and automated data capture services. These solutions are backed up by the latest accounts payable technology,  providing automated data validation, document matching, data invoice processing workflow and authorisation technology. The company is accredited to ISO27001 for Information Security and certified for handling financial data and information.


Paper invoices are diverted via PO Box and electronic invoices redirected to our automated invoice processing team.
We can open, sort, scan and classify your paper invoices in our secure invoice scanning bureau.
Cleardata digitises around 160 million images per annum in our state of the art bureau. We use IBML and Kodak scanning technology and provide exceptional scanned image quality.
Invoices sent via email can be automatically downloaded, sorted and classified.
Data is automatically extracted, based on your invoice processing rules and requirements using our intelligent data capture software.
Categorise your invoices to process them efficiently. Identify key information automatically. For example supplier name, address, date, net amount and egal entity.
We can validate your data against existing data files, e.g. purchase order database.
Cleardata can create processes based on your invoice processing rules. For example no PO, no pay. We can automatically notify suppliers of invoice payment decisions for efficient management.
We offer a cloud based document management system to efficiently manage your invoices post processing, allowing fast, easy search and retrieval.
Trusted by 10,000+ Companies

Contact our team to discuss your requirements

For further details call 0800 046 8081 today or contact us!

Benefits

  • Save
    Time & Money

    Save valuable time on manual data entry and validation which can be both time-consuming and costly. Automated invoice processing can speed up payment processing times and reduce the time spent on the phone to suppliers chasing payment.

  • Maximised
    Storage Space

    Invoices no longer need to be stored physically on-site, saving storage costs and giving your business easy digital access to key invoice information.

  • Elimination of Data Entry Errors

    A major drawback of manual data entry is the risk of human error causing overpayments or duplicated payments. Implementing an automated process increases accuracy and eliminates time spent correcting simple keystroke mistakes and costly payment errors.

  • Prompt Payment

    Keeping your company up to date with payments is crucial. Inefficient workflows, including manual data entry, can cause delays in managing outstanding invoices. Automating the extraction of key document information into a centralised digital format improves payment processing speed and efficiency.

  • Fast Retrieval

    Index your digital invoices by key fields such as invoice number, supplier name, or reference, and easily search from your computer. Access your invoices flexibly from any location.

  • Improve Processing Speed and Monitor Your Outputs

    Intelligent invoice capture accelerates invoice processing, helps identify bottlenecks in your workflow, and generates detailed reports and statistics to monitor and continuously enhance your business efficiency.

Strategic Technology Providers

At Cleardata, we work alongside some of the world’s leading technology specialists to deliver intelligent automation at scale. Our technology providers include Tungsten Automation (formerly Kofax) , Microsoft, and UiPath which give us access to best-in-class platforms for document intelligence, cloud automation, and robotic process automation.

By combining deep knowledge across many sectors with cutting-edge technologies, we help clients streamline operations, improve accuracy, and unlock measurable ROI.

We remain platform-neutral, focused on aligning the right technology with your specific goals. Whether it’s low-code automation, AI-powered document processing, or scalable cloud-based solutions, our team is here to guide you with clarity and confidence.

Why Choose Cleardata?

Account Management - A personalised service with Account Managers available via phone and email.

Secure Premises - Protected facilities with fire and water detection systems, 24/7 CCTV surveillance, and biometric access controls.

Invoice Processing Technology - Our cutting-edge technology sets the standard in invoice processing. We use state-of-the-art scanners to deliver the highest-quality digital images and accurate data capture

Cloud Document Management - Our custom Cleardox EDM (Electronic Document Management) system provides fast, secure access to your digital invoices, enabling you to view them anytime, anywhere in the world

IT Security - With more than £1 million invested in our IT and cybersecurity infrastructure, we use the latest security systems to guarantee your records are fully protected

  • Cleardata have quickly scanned around 150,000 legal files to an exceptional standard, with zero quality issues and great feedback from our legal team.

    Colin Jones, Group IT Director, Knights.

  • The automation project has been a great success, automating around 80% of the process and providing a £20k per annum saving.

    HR Manager, East Midlands Railway

  • Cleardata's digital mailroom services have freed up a significant amount of time for Asthma + Lung UK.

    Supporter Care Manager, Asthma + Lung UK

  • We would recommend Cleardata's digital mailroom, outbound print and distribution services to other organisations in the charity sector.

    Supporter Care Manager, Asthma + Lung UK

Cleardata has invested in IT infrastructure and cyber security

This ensures robust protection for client data and seamless service delivery. Our security framework is built on best-in-class technologies and independently verified standards, including:

  • Cyber Essentials and Cyber Essentials Plus certifications.

  • Securing a locked server room.

  • Microsoft Azure Data Centre.

  • Crowdstrike for endpoint detection and response.

  • External SEIM solution managed by Netitude, a UK-based Security Operations Centre (SOC). 

  • Privileged Access Management (PAM) solution to enhance our security measures.

Case Studies

Read our latest case studies

How can we help?

View our solutions below, and see how we can help.

Have any questions?

Review our FAQ's, or contact our team on 0800 046 8081, we'll be happy to help.

Yes, Cleardata can use intelligent capture software to automatically capture data from your invoices. We can capture data at the header or line item level.
Yes, we can verify capture data against your existing data, for example, a database of purchase order numbers. We can also provide exceptions for your team to manage.
We would upload any invoices with exceptions to our Cleardox document management system for your team to process.
Cleardata can help you set up a PO Box, which enables your invoices to be diverted straight to our facility to be opened, sorted and scanned.
Our invoice scanning services are compatible with the majority of ERP financial systems, we haven't come across one we can't integrate with to date. We commonly scan and capture data for Microsoft Dynamics, Oracle, SAP, Odoo and Acumatica. We can also scan into AP systems such as Kofax, Sage and QuickBooks.
Once we've scanned your invoices, we can either return the paper copies to you for filing, securely store them or shred them.
Cleardata utilises Opex Falcon Scanners, which offer envelope opening, preparation, high volume digitisation and sorting functionality for various document sizes.

What we do

We offer physical and digital document services and solutions with AI powered processing including:-

Automate your invoice processing

Call our team 0800 046 8081, or contact us to get the ball rolling.