As technology evolves, most Malaysian businesses today have shifted to digital in their activities. From daily operations and financial transactions to the way they manage and store crucial documents like invoices. This transformation is not just about going paperless. It is also about improving efficiency and making data more accessible whenever it is needed. Even though many businesses have implemented technology to scan invoices and many online scanners are available on the internet, there are some challenges, such as security issues, scalability, and cost. This article not only provides how to scan invoices effectively but also recommends the best tools that are suitable for businesses of all sizes in Malaysia.
What is Online Invoice Scanning
Online invoice scanning converts physical invoices to digital invoices that organizations can use or store in an accounting system. This process includes several steps, such as data capture and extraction. Here is how it works.
– Data capture: A paper invoice is scanned using a scanner or mobile device, and the format is often images or PDF
– Data extraction: OCR (Optical Character Recognition) reads the documents and automatically extracts the key details, such as invoice number, vendor, date, and total, into a structured format.
– Export data: After a document has been scanned and extracted, the results can be exported into XLS, CSV, or tools like Fintelite, enabling seamless integration with ERP and popular accounting systems, removing the need for manual storage.
How to Scan Invoices Online
Here are some steps to scan invoices online.
1. Choose the Right Tools
Before scanning a document, ensure the tools you have meet your needs. With so many tools available, you can choose the best one or find solutions that offer a free trial, such as Fintelite, to see how its features work for your business.
2. Prepare Documents
It is important to organize your documents and take a picture of a document that is not blurry and is clear from creases to avoid missing data, skip scanning, and ensure high accuracy.
3. Scan Your Documents
Once your documents are prepared, upload the invoices into the platform. The system will automatically scan and extract the key data accurately using OCR technology.
4. Review the Results
Once the scanning process is complete, review the extracted data for accuracy. Many platforms also provide editing of the results, allowing you to adjust or correct key fields if needed.
5. Download or Export Your Scans
When you are satisfied with the results, you can export the data into your preferred format, including PDF, PNG, or XLS. If the software supports integration with ERP or accounting software, the results can be instantly synced, and you can automatically sync and store the results directly into your existing workflow.
Fintelite, the Best Scanning Invoice Software in Malaysia
Choosing the right software for scanning invoices is difficult because invoices contain sensitive data, including names, address details, bank references, and transaction amounts. This means businesses cannot simply send invoices to any random platform. Fintelite, as an ISO 27001 certified platform, offers both enterprise-grade security and powerful capabilities. Fintelite can scan and process invoices in various formats in seconds, ensuring accurate data extraction and reducing errors. With its features and high security, the price offer is very affordable, making it suitable for Malaysian businesses of all sizes.
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