Invoice Mail Room
Invoice Mailroom
Divert your incoming paperwork and electronic invoices to Cleardata’s invoice mail room. This service can help your business reduce manual invoice processing costs by saving valuable time. It will also improve accuracy of incoming invoice data, speed up processing times and reduce invoicing errors.
Cleardata’s services include:-
Paper Invoice Processing
- We’ll set up a PO Box for your paper invoices at our secure, accredited facility.
- On arrival our team will open, sort, prepare and scan them, using our high production Kodak scanners.
- Once scanned we can automatically extract and index (digitally file) your data. We’ll agree a set of indexing rules with you as part of the indexing process. Cleardata utilises Kofax software, for intelligent data capture, this improves accuracy and can validate information against existing back office databases.
- We offer an optional cloud document management solution. Scanned invoices can be uploaded to our cloud solution, for you to process. Automated workflow is also available enabling invoices to be sent directly to the relevant user for validation, approval and payment.
- A secure ftp upload is available. We can return your data in any required format.
- Your paperwork can be kept for an agreed period, before being shredded to data protection standards.
- Cleardata operates to agreed service levels.
Emailed (Electronic) Invoice Processing
- Set up an email inbox to receive invoices
- Sort emails automatically
- Extract data from emailed invoices, e.g. PDF’s, Word & Excel documents
- Index information
- Return data feed in required format
- Accredited Invoice Mail Room: ISO27001 (Information Security), PCI Compliant, BS 10008:2014 (Legal Admissibility)
- High Production Scanning: Our scanning bureau captures 3 million images every month
- Quality promise: All scanned images are quality checked by two operators
- Intelligent Capture Software: We’ve invested in Kofax invoice capture software
Click here to download Cleardata’s Invoice Processing Automation white paper.
Cleardata was successfully added to Crown Commercial Services Postal Goods and Services RM1063 Framework in March 2015. This framework offers cost-saving solutions to the public sector and is fully OJEU, enabling the procurement process to be completed quickly and efficiently.
Process
From postage stamps and small receipts up to AO documents, Cleardata are able to scan a variety of sized documents. Business invoices or accounts payable records can be scanned and uploaded to a secure FTP site, in any preferred format.
In order to simply locate your documents with a basic keyword search, the company uses OCR (Optical Character Recognition) and ICR (Intelligent Character Recognition). This specialised software automatically captures, digitises and indexes the required information on your documents. Such as supplier names, invoice and order numbers or handwritten text.
Once your important invoices have been scanned, Cleardata can upload them to an online document management system that provides your company with automated payment services.
The benefits of using Cleardata’s invoice mail room includes:
- Reducing invoice processing costs up to 75%
- Helping your company in becoming paperless
- Being able to locate important records quickly and easily
- Eliminating the need for labour intensive data entry processes
- A complete audited digital trail of your documents
Cleardata has provided LSG with a secure digital mail room solution that has helped us to significantly reduce our processing costs, secure our confidential data, go paperless and speed up our overall insurance claims processing.
This project was key to our business operation, so a number of service levels and KPI’s.. Read More
LSG Project Manager,
Lifestyle Services Group
Cleardata reviewed Virgin Care’s existing manual invoice processes to cope with increasing demand, 32 different legal entities, reduce manual invoicing tasks and improve our digital invoice quality.
The transition to a fully outsourced service was much smoother than expected. Cleardata have been an absolute pleasure to work with and the time.. Read More
Finance Team,
Virgincare
Cleardata have always been extremely efficient with processing and sorting all of our mail, scanning and digitally sending them every day. The quality and speed of the scanned images are above and beyond of what we could achieve internally.
A very welcomed addition to our administration processing.
Implementation Projects Manager,
Premier Pensions
The Blackstone Group LLP
Project Background The Blackstone Group LP is one of the world’s leading investment firms. The
Virgin Care – Case Study
Virgincare go paperless with mail room invoice processing Project Background Virgin Care provide front line
Premier Pensions Management
Project Background Premier Pensions Management is acknowledged as the UK’s leading pension scheme administrator, with
Atom bank – digital mailroom
Project Background Atom bank, based in Durham in the North East, is a digital bank
Our business is built on quality, information security and innovative processes. Cleardata is GDPR Compliant and has been awarded ISO9001, ISO27001, BS 10012, Cyber Essentials Plus and BS10008:2014. We pride ourselves on our awards and accreditations. See all our accreditations
Cleardata offers document scanning and archive storage in a secure, accredited facility.
