Invoice Scanning Services
Secure, high-volume invoice scanning services that transform paper invoices into searchable digital records. Cleardata combines industry-leading scanning technology with intelligent invoice capture solutions to help organisations reduce manual processing, improve accuracy and streamline accounts payable workflows.
Invoice Scanning Services
Managing thousands of paper invoices is time-consuming, expensive and increases the risk of delays, duplicate payments and human error. Cleardata provides professional invoice scanning services that convert physical invoices into high-quality digital records while automatically capturing valuable invoice data for faster processing.
Operating one of the UK's largest document scanning bureaux, we digitise around 160 million images every year using advanced IBML, Kodak and Opex production scanners. Whether you receive hundreds or hundreds of thousands of invoices each month, our scalable service enables your finance team to work faster, retrieve documents instantly and reduce reliance on paper-based filing systems.
Our solutions go beyond traditional document scanning. By combining OCR technology with intelligent invoice capture, we can automatically extract invoice numbers, supplier names, purchase order references, VAT values, totals, payment dates and line-item information where required. This data can then be securely delivered into your ERP, finance system or document management platform for seamless processing.
Contact our team on 0800 046 8081 to find out more.
160 million
annum
Why Choose Invoice Scanning?
Reduce Manual Processing and Improve Financial Efficiency
Manual invoice handling consumes valuable finance resources. Every invoice must be opened, sorted, entered, checked, approved and filed before payment can be made.
Our invoice scanning services automate much of this process by converting paper invoices into digital records and capturing the key financial information required by your accounts payable team. This significantly reduces manual data entry, helping improve productivity while lowering processing costs.
The result is a faster invoice approval process, greater visibility of outstanding invoices and improved supplier relationships through more consistent payment performance.
Accredited and Trusted
Intelligent Invoice Capture
Traditional document scanning simply creates an image. Cleardata's intelligent invoice capture solutions go much further by identifying, extracting and validating key invoice information automatically.
Captured information can include:
Supplier name
Invoice number
Purchase order number
Invoice date
Due date
VAT values
Net and gross totals
Currency
Department codes
Cost centres
Line-item information
Custom indexing fields
Captured data can be validated against existing supplier databases, purchase orders or business rules before being securely delivered into your finance workflow, helping reduce costly processing errors.
High Volume Invoice Scanning
Whether your organisation processes a few thousand invoices each year or several million, Cleardata provides fully scalable invoice scanning services designed around your requirements.
Our specialist production bureau uses industrial scanning technology capable of processing very large document volumes quickly while maintaining exceptional image quality.
Every project benefits from:
Dedicated project management
Secure chain of custody
Barcode and separator sheet processing
Intelligent document classification
OCR enhancement
100% quality assurance
Secure digital delivery
Optional archive storage or confidential destruction
Whether you require a one-off back-scanning project or an ongoing service, our invoice scanning solutions are tailored to improve efficiency, accuracy and access to your financial records.
Our Invoice Scanning Process
Invoice scanning services are available to companies and businesses, regardless of size, here at Cleardata. Combining secure data handling with the best scanning technology, invoice scanning is a convenient way of digitising your financial records.
We’re not just a scanning provider and have invested in the latest capture technology, allowing the automatic data capture and processing for both paper and digital invoices. If you’re looking to transform your processes and save time, speak to our team today to get started.
We can collect your paper invoices from any UK location. Our fleet is tracked and secure.
You can divert your paper Invoices via PO Box to our secure digital mailroom facility and we’ll open, sort and scan on arrival. We use Opex Falcon technology which can open envelopes, sort and scan seamlessly.
Our digitisation bureau is accredited and secure, with exceptional levels of information and cyber security. Records are checked in throughout each stage to ensure a fully tracked process.
Our prep team ensures Invoices are prepared for scanning, with all staples and paperclips removed. We can add indexing headers during prep to ensure records are digitally filed in line with your expectations.
Invoices are scanned using our IBML, Kodak and Opex scanning technology. The IBML scanners capture around 700 pages per minute and use air suction technology which reduces the likelihood of double feeds or jams.
Cleardata has a dedicated Quality Checking Team who inspect each and every image, providing the highest levels of quality for your scanned invoices. The clarity of images is outstanding.
Cleardata can provide you with your invoices in a variety of digital formats for your convenience, with images returned via secure SFTP, or alternatively via our Cleardox Document Management System.
Secure Invoice Scanning Services
Financial documents contain highly sensitive commercial and personal information, making security a critical consideration when outsourcing invoice scanning. At Cleardata, protecting your confidential financial records is at the heart of every invoice scanning service we deliver.
From the moment your invoices are collected through to secure digital delivery, every stage of the process is carefully managed to maintain the integrity and confidentiality of your data. Our secure document handling procedures ensure complete chain of custody, giving you confidence that your invoices are protected throughout the digitisation process.
Cleardata operates accredited secure facilities with controlled access, monitored CCTV, secure transportation and comprehensive audit trails. All invoice preparation, scanning, quality assurance and invoice capture activities are carried out by experienced document imaging specialists using documented processes designed to meet the highest standards of security and accuracy.
Our business is accredited to internationally recognised standards, including:
ISO 27001 Information Security
ISO 9001 Quality Management
ISO 22301 Business Continuity
BS10008 Digital Information Management
Cyber Essentials Plus
Once your invoices have been scanned and any required data captured, digital files are securely delivered in your preferred format or integrated directly into your finance or document management system. Original paper invoices can then be securely returned, archived in our secure records management facilities or confidentially destroyed in line with your document retention policies.
With Cleardata's secure invoice scanning services, every invoice remains fully traceable, protected and compliant from collection through to final delivery, helping your organisation meet both operational and regulatory requirements.
Compatible Existing Systems
A common concern when outsourcing invoice scanning is software compatibility.
Cleardata works with virtually all major ERP, finance and accounts payable platforms. Captured invoice data and scanned images can be delivered in the format your organisation requires.
Common integrations include:
Microsoft Dynamics
SAP
Oracle
Sage
QuickBooks
Odoo
Acumatica
Kofax
Tungsten Automation
Bespoke finance systems
This allows organisations to implement outsourced invoice capture without changing existing finance processes.
Invoice Mailroom Services
Many organisations choose to outsource their entire invoice receipt process.
Instead of invoices arriving at your offices, suppliers can send them directly to Cleardata via a dedicated PO Box or digital mailbox.
Our team will:
Receive incoming invoices
Open and sort documents
Scan paper invoices
Classify document types
Perform intelligent invoice capture
Validate extracted data
Deliver digital invoices securely into your workflow
This creates a fully managed invoice receipt and digitisation solution with minimal involvement from your internal finance team. By outsourcing the receipt, scanning and invoice capture process, your organisation can reduce manual administration, improve processing times and increase accuracy. Digital invoices are delivered securely and are ready to enter your existing accounts payable workflow, helping your finance team focus on higher-value activities.
Our Benefits
Cleardata’s invoice scanning services offer a wide range of advantages, from increased office space to data loss prevention
What Can We Scan?
Cleardata can provide invoice scanning services for a wide range of sectors and industries. No matter the size of your company, we can always be counted upon to scan high volumes of invoices simultaneously using our trailblazing IBML Scanning Technology. With an efficient process and a dedicated team at the helm, Cleardata can carry out unrivalled invoice scanning services that will change the face of your workplace operations.
Free Instant Quote Online!
For further details call 0800 046 8081 today or use our instant quote tool online now!
Trusted by 10,000+ Companies
Invoice Digitisation Fleet
Cleardata uses bulk invoice digitisation equipment. Technology includes IBML, Kodak and Opex scanners.
For high volume invoice scanning, we utilise our IBML Fusion Scanners which capture up to 730 pages per minute, or our Kodak i5850 production scanners. These scanners ensure that images are captured to exceptional quality.
The business also offers digital mailroom services. Paper invoices can be diverted to our bureau, where they'll be opened, sorted and scanned using Opex Falcon Technology. Find out more about our mailroom services here.
Cleardata prides itself on quality as our main differentiator. Our Bureau Operatives and Quality Control Team provide a 100% quality check and colleague performance is measured by an individual quality score. Cleardata is also assured to BS10008:2020 and follows processes to ensure digitised images are legally admissible.
Why Choose Cleardata for Invoice Scanning?
Accredited
We are accredited to ISO standards, including quality management - ISO9001/2015 and ISO27001:2022, for the highest level of information security and BS 22301 for business continuity. Cyber Essentials & Cyber Essentials Plus certificated.
IT Security
We’ve invested in a secure Microsoft Azure environment for our cloud solutions, providing the latest IT security.
Experience
Cleardata offers a combination of services such as invoice scanning, together with intelligent capture and invoice processing solutions. We have extensive knowledge and experience, read our case studies below.
Adaptability
We are one of the largest UK bureaus, with a team of 160 colleagues and can offer the ability to scale up, or down to suit peaks and troughs in your business needs.
Efficiency
Our purpose built, high volume invoice scanning bureau is capable of scanning millions of images every month using sophisticated technology.
Innovation & Automation
We’re not just an invoice scanning bureau. If you’re looking to automate your business, we’ve invested in Tungsten Automation Software to provide excellent capture and workflow solutions, powered by generative AI.
Secure Facility
Our secure invoice scanning bureau is protected and secure. Read more about our security features below:-
Biometric and Facial Recognition Entry Systems
CCTV 24/7
Enhanced Fire Detection - VESDA System
Hydrosense Water Detection
Secure Alarm System - 24 hour monitoring
Perimeter Fencing
.svg)
Sustainability
Cleardata is committed to providing sustainable document management services throughout the UK. Our carbon reduction plan is in place with a pledge to Race to Zero and we’re working towards net zero by 2050, with a target of a 50% reduction in emissions by 2030. Our scan on demand services helps reduce physical journeys and carbon footprint for file retrievals, with files retrieved, scanned and digitally delivered. Our North East facility features a 7.35kw, 32 solar panel system generating around 6000 KWH of electricity. 20% of our energy usage is from renewable sources.
Case Studies
Read our latest customer case studies to find out more about our document scanning services.
We've got all the answers!
Check out our frequently asked questions to find out more about our scanning and digitisation process. If you need any more help, please call 0800 046 8081.
Our team will be happy to help.
Invoice Scanning
What we do
We offer physical and digital document services and solutions with AI powered processing including:-
