Invoice Capture

Welcome to the Proactis Invoice Capture Content Hub, your one-stop resource centre to the automation of your invoicing processes
 

What is Invoice Capture?

Invoice Capture, also known as Invoice Scan and Capture, is the process of capturing all invoices and converting non electronic data (paper and PDFs) into eInvoices1. The process also includes validation of accuracy by checking for a PO, duplicates and a valid supplier, and then transferring them into a finance system for matching and payment approval.

Invoice Capture captures all common invoice formats and transfers them to your target system in the desired format.2
 
 

eInvoicing can have many challenges:

  • Unstructured invoices – dealing with all types of invoices (which have no common format) across the supply chain is a challenge with many issues.
  • Almost every invoice is fundamentally different in what information is provided and how it is laid out.3
  • Paper and PDF invoices lead to extensive manual keying and associated keying errors, as well as misplaced paper documents.
  • Invoice processing is manually-intensive and error-prone, and can lead to non-conforming invoices, excess costs, inaccurate payments and the risk of fraud.4
 

Invoice Capture delivers:

  • Conversion of ALL incoming invoices (PDF, EDI/XML invoices etc.) into ready-to-use electronic structured data at a fraction of the time and cost that it takes your organisation to process them manually.
  • 100% capture of all invoices from day one.
  • Ready-to-process electronic records using advanced OCR scanning technology. 
  • Reduced errors and faster invoice matching and approval.
  • Accuracy throughout the invoice payment process.
  • Reduced fraudulent activity.
  • Improved audit visibility.
  • Better data for spend analysis.
  • Seamless integration so eInvoices are sent to finance system for matching and approval.5
Invoice Capture captures all common invoice formats and transfers them to your target system in the desired format.

A step-by-step approach to invoice automation

How do you go about getting from where you are today to effective invoice processing automation?

Proactis has identified 8 key steps to effective invoice automation:
  • Analyse current processes
  • Centralize invoice management
  • Standardize policies and procedures
  • Automate
  • Enable supplier self-service
  • Proactively request early payment discounts
  • Leverage information for better sourcing
  • Incrementally automate invoice capture
Download now
Step-by-step approach to invoice automation

We can do the heavy lifting through our Invoice Capture Managed Service

Our Invoice Capture team transforms PDF invoices into ready-to-process electronic invoices. It extracts all necessary information, creates an electronic record from it and deposits the electronic image of the invoice. Manual invoice coding is eliminated, exception handling is reduced and the resulting electronic invoice record can be automatically matched and approved.

The control that comes with automatically capturing and importing invoices improves the resolution of non-compliant invoices and drives transparency throughout the process, and encourages suppliers to be a controlled part of the process, and significantly reduces wasted time and money previously spent on discrepancies. And by integrating the software with your purchasing and financial systems, you can get even more out of your electronic invoice processing
We can do the heavy lifting through our Invoice Capture Managed Service

“We are seeing unprecedented levels of demand and adoption of our managed service, driven by the desire of Finance functions to focus on automation and control, and enabling internal people to spend more time on activities aligned to the specific objectives of the business. Supporting this approach with a proven, best practice Invoice Capture service helps manage the upfront capture requirements and to become a seamless, supporting function to the Finance department.“

Kim Tolley, Managed Service Director.
 

Mears Group increases AP efficiency by 500% with Proactis

“Before Proactis we were processing 20,000 invoices amongst a team of 8 every month. Today, we are processing 100,000 invoices. We have absorbed the additional growth without any additional resource, while improving accuracy and reporting..”

Read the full story

Mears Group increases AP efficiency by 500% with Proactis

Turn Invoice Capture complexity into simplicity

Invoice Capture offers efficient invoice processing which enables complete audit visibility, stronger compliance, fast query resolution (with a dedicated query resolution team) and the opportunity to support suppliers with early payment without adversely affecting your cashflow. Additionally, it helps enhance supplier engagement and reduce invoice fraud by eliminating invoice tampering, validating suppliers and confirming goods receipt.

Proactis has provided Invoice Capture solutions to many organisations around the world:

Glossary
Spend Control
The aim of all organisations, to control what is being purchased and to optimise spend and supply chains so they can reach their full potential. Spend control helps to save money and create efficiencies while increasing compliance and reducing risk.

Source-to-Pay (S2P)
A complete end-to-end outsourcing solution, usually made up of component parts - Source-to-Contract (S2C) or Procure-to-Pay (P2P).

Source-to-Contract (S2C)
Part of the end-to-end spend management process that supports the Procurement team in the activities they perform to make qualified suppliers and negotiated best-value agreements available to the organisation for use when they need to buy something.

Procure-to-Pay (P2P)
Also known as Purchase-to-Pay, this is the part of an end-to-end procurement system that enables and manages the routine purchasing of goods and services by an organisation’s staff.

Spend Visibility
The ability for managers to easily access past in process, and potential (request submitted but not yet approved) spend within their realm of responsibility.

Spend Under Management
The portion of spend that is influenced by the Procurement team and their processes.


Procurement / eProcurement
eProcurement and all of its various component terms such as eSourcing, eAuctions, eInvoices, ePayables, etc. are all terms that simply imply the use of information technology and internet-based communications to support the Spend Control process – including all procurement and financial control aspects of that process.

Supply Chain
In its simplest form, a supply chain is the activities required to deliver goods or services to the consumer. When thinking about a service, services will come together to offer an overall customer service, as opposed to a finished product.

Supply Chain Management
Supply chain management is the process of managing the flow of goods and services to and from a business, including every step involved in turning raw components into final services/products and getting them to the customer.

Purchasing
The acquisition of goods and services on behalf of a buying entity.

eInvoice
Broadly speaking, an electronic invoice is any invoice sent by a supplier to the buyer in electronic form rather than as a paper invoice.


Sourcing
Sourcing refers to the process of identifying, evaluating and selecting suppliers or vendors to acquire goods, services, or resources needed by an organisation. The primary goal of sourcing is to obtain the best value for money while considering

Supplier Relationship Management
SRM is building and maintaining a strong supplier base by structuring and streamlining the entire supplier lifecycle – from initial identification to adoption, approval, transaction and analysis.

Contract Management
Contract management in procurement is the process of managing agreements with suppliers to achieve the best possible financial and operational performance. The goal is to ensure compliance, mitigate risks, and optimise supplier relationships.

Marketplace
Sometimes referred to as an eMarketplace, a procurement marketplace is a platform that connects staff with approved suppliers and contract when they are purchasing products and services.


1 Invoice Capture: What is it and Why is it Important? Insights For Professionals Retrieved 2025-02-06.
2 eInvoicing European Commission Retrieved 2025-02-06.
3 Economy explainers: e-invoicing ICAEW Retrieved 2025-02-06 Published 2024-10-01.
4 Electronic invoicing Gov.UK Retrieved 2025-02-06.
5 What is e-Invoicing? e-InvoicingBasics Retrieved 2025-02-06.