Digital archive: use software to save invoices?

1. Make sure you have a good backup

If you want to process and archive invoices digitally, you must comply with laws and regulations. A crucial aspect is that you keep the digital documents in your archive for a certain period of time. Want to know more? Read our blog on the digital invoice retention period). Although your software basically does this nicely, you still need to make a backup. Because if your hard drive crashes unexpectedly, you may not lose the archived documents!

2. Check your compliance with the AVG

Sometimes you want to archive a purchase invoice or other document that contains personal data. In that case, you must comply with the guidelines of the General Data Protection Regulation (AVG). ‘Compliance’ is a key term. If you use software to archive your documents, check with the vendor to see if there is a processor agreement. Find out carefully what other requirements you need to comply with. (A good starting point is the white paper ‘ AVG: what are the implications for procurement invoice processing?‘)

3. Use the right document management software

Want to build a good digital archive and create a solid backup? Then choose software that allows you to coordinate the processing, management and archiving of incoming documents in a streamlined manner. A total solution often offers a solution, because it helps you manage document management from A to Z: you can easily process, approve and store incoming and scanned documents by e-mail. A reliable solution also provides a foundation for AVG compliance.

4. Create a solid software foundation

If you want to process, manage and archive your documents in a structured way, you need to coordinate flows. Therefore, agree with suppliers to deliver invoices digitally in the appropriate format (usually pdf or XML). Make sure these emails arrive in a separate invoice mailbox. This way you can pre-sort and edit them much easier. (If you want to automate even further, use a handy tool who will take over this task from you).

5. Link your software to your e-mail program

By linking the software to your e-mail program, you ensure that e-mails containing invoices automatically end up in your OCR system. This reads the data on the PDF document to extract financial information (this is called ‘scan and recognize‘). This allows you to make a digital entry, which is eventually (after the invoice is approved and paid) archived digitally.

6. Handle data with care

Even if you can check off all the AVG boxes (which we advised under point 2), you should always be mindful of data. You are mostly dealing with personal and financial data. It is crucial that you handle this carefully and securely. The right security measures are essential in this regard. Therefore, discuss at an early stage (for example, during implementation) with your supplier how it deals with data and security. Be informed and take the right measures yourself!