Typically, when buyers receives paper invoices from their suppliers, they have to manually key into their accounting or financial system. This process can be laborious - accounting for up to 75% of their time - and expensive. Another option would be to invest in scanning hardware. However this would mean investing in the training of your staff, which can prove to be costly and time consuming.

Captured data to your system

We offer a unique outsourced solution, where accounts and finance departments have the following flexible options:

  • We can collect your invoices on the required frequency (bi-weekly, weekly etc.).
  • A dedicated P.O. Box can be setup for your suppliers to send invoices to.
  • You can scan and upload daily batches of invoices to our Sftp.

Hardcopy invoices will be scanned, whereas invoices received in an electronic format will skip the scanning process and go directly to the data capture process. The required data from invoices will be captured and delivered to you so you can import them into the workflow, accounts package – such as Sage, or any ERP financial system.

Our outsourced invoice scanning services offer huge on-going cost cutting benefits:

  • Save initial capital investment
  • Save on staff training (finance and IT)
  • Save on on-going system support contract

The data we capture

Our data capture services can scan and capture data from any format, size, printed or handwritten invoices. Invoices are scanned and the required key data is captured (as shown in the image), as well as all line item data, including:

  • Supplier invoice number
  • Purchase order number
  • Invoice date
  • Invoice net value
  • Invoice tax value
  • Invoice gross value

Our combination of semi-automated capture and extraction delivers the highest possible accuracy level, eliminating the need to manually re-enter data while accelerating overall turnaround time and saving cost.

Our invoice data capture service offers the following additional features:

  • Pearl Scan’s Invoice Capture Service accepts any type of incoming invoices, volumes, scan and supply the data into the format your business requires (e.g. CSV, XML).


  • Invoices can be received directly from the suppliers to a dedicated PO Box or electronically via dedicated email account
  • Invoices can be captured at the required data levels:
  • Basic invoice variable data
  • Basic invoice variable data and line items


  • Different nominal codes can also be added and correctly recorded against each line item
  • It provides a simple and fast service model, as our customers only need to communicate a new mailing address to their suppliers. We then start capturing and sending the data
  • Our outsourced invoice service model means that there is no upfront capital investment required
  • Based on a per-invoice pricing model, your cost scales along with your business

To learn more of our data capture services

It is the most cost effective, flexible and scalable solution. Simply send your invoices to us and we will accurately capture the required data and send an importable data file for your accounting and/or finance system.

Get in touch

You can contact us today either with our online contact form. You can either call our team directly: 0161 832 7991 or 0845 225 5923. They will assist you with your questions and enquiries regarding our invoice data capture services.

Get in touch

What Does a Data Capture Form Look Like?

Here at Pearl Scan, we don’t just provide document scanning services for a huge range of document types, we also offer a great value data capture service.

Read more

How Can Data Capture Help Improve Your Business?

From inside a business, it is difficult to look objectively at elements. You might be blind to the pitfalls that your customers and potential clients see; for example, you might think that your company logo looks absolutely perfect and fits the bill for the product and services you are trying to sell but your potential clients might disagree.

Read more

Data Capture - In-House or Outsource It?

Let’s take a look at the main factors to consider when deciding whether to process these surveys in-house or outsource them to a specialist survey scanning and data capture company.

Read more

Everything You Need To Know About Data Capture

Leading document scanning and management providers Pearl Scan are assisting accounts payable teams across the nation with their revolutionary invoice scanning solutions.

Read more

Why Choose Pearl Scan?


In conjunction with the EN BS ISO 9001:2005, 27001, 14001 and in-house implemented quality, security and compliance procedures allow us to deliver peace of mind scanning services to our client. We are an approved document scanning and data capture scanning service provider to many reputable health, education, manufacturing, financial, logistics etc. organisations.

    ISO 9001 Registered         ISO 14001 Registered         ISO 27001 Registered         Investors In People         PCI Compliant         Member of IRM     


Founded in 2003, with almost 15 years of valuable knowledge and expertise in delivering successful document scanning and data capture services through the UK to some of the most reputable and globally known organisations.


We operate from a custom built document scanning and data capture centre, which is built around security, safety and confidentiality. The site is monitored 24hours a day by security and CCTV systems.


The document scanning and data capture bureau is equipped with the state-of-the-art dedicated document, Microfilm media, Books and Large Format Plans scanning and capture technology; catering for a wide range of document types and sizes making us a one-stop service provider for scanning and digital conversion needs . We continually invest in our staff training and latest technology to ensure that we are delivering quality and innovations at all times.


Pearl Scan Group has the infrastructure to provide quick turnaround for urgent document scanning needs to taking on a large volume scanning and conversion of documents, microfilm media, books etc. projects. Our document scanning and data capture service centre always run at 80% of its productivity allowing 20% space and resources for on-demand, ad-hock projects.