Invoices - Whitevision

5 trends that will affect document recognition and financial accounting processes

The world has rapidly begun to look very different. Technological developments were rapid before the pandemic, but the corona crisis accelerated them. In the past year, organizations have embraced far-reaching automation en masse. The result: an array of new trends in document recognition and financial accounting processes. Can’t see the forest for the trees? No problem. We follow the trends closely. In this blog post, we list the 5 most important ones for you!

Records retention: mini guide to keeping your records digitally

Keeping your records is not a choice, but a must. This is because it is a legal requirement to record all data about your business. You must also be able to retrieve them over a certain period of time, for example in the event of an audit by the tax authorities. But the details regarding the legal retention obligation are not clear to everyone. That’s why you Googled the term “legal records retention period. How long must you store your records? How can you keep records? And how do you keep your records in order? In this mini guide to keeping your accounts digitally, you’ll find the answers to these questions!

Scanning and recognizing invoices anno 2024: how to take advantage of the latest technology?

Do you want to scan and recognize invoices in the most efficient way? Then it is important that you are up to date with the latest techniques.

Text recognition pdf: what software options do you have?

You have to deal with PDFs on a regular basis in the financial administration department. After all, the stream of incoming documents contains many pdf files. It is important to process these adequately. How do you do that? By applying text recognition. With good scanning and recognition software, you automate the processing process: you no longer have to perform manual operations, allowing you to focus on challenging tasks that add more value to the organization. Moreover, you work more efficiently and reduce the chance of error, because the software eliminates overtyping. One caveat: you only enjoy these benefits if you choose the right software.

Software invoice approval:
4 characteristics of a good workflow system

Approving invoices involves a process. At some companies, this is still done entirely manually: they print out paper invoices to pass from desk to desk. However, most organizations these days circulate digital invoices via email or network folders. In either case, the margin for error is very high. Invoices easily get lost or stay in one place too long, causing you to miss a payment discount. Plus, no one has good visibility into the approval process. That can be done differently – and by automating invoice approval through a workflow system.

Jumping on the artificial intelligence train? Here’s how procurement and finance benefit from AI

A tremendous amount is happening in the field of artificial intelligence (also called “Artificial Intelligence” or, for short, “AI”). From summarizing meetings to producing videos: bots can do more and more. The tools are flying around your ears. And now that the world is getting smarter and smarter, you from the procurement or finance department would also like to jump on the artificial intelligence train. But in a way that makes your job easier. In your case, this probably means that you want to automate repetitive, boring tasks. That way you can focus on tasks you enjoy and that are more challenging. But which options are really interesting for procurement and finance departments?

Purchase-to-pay process: how do you optimize P2P within your organization?

Optimizing procurement and finance processes is a must for organizations today. This will save you costs and improve overall operational efficiency. The process for purchase invoice processing is well established at many company. Most companies here started digitizing at some point. It makes sense, because the arrival of an invoice was often the crystallization point at which people start looking at purchasing: “Does the invoice match the order?”, “Was what was agreed to be delivered also delivered?”. Recently, we have been engaging with organizations to identify what other challenges they currently face in this area. What issues do they run into? And how can you make the P2P process even further optimize? In this blog post, we share our findings and discuss a possible solution.

Efficient invoice management: optimize your financial process

In the rapidly changing digital world, managing finances is critical to the success of any business. A core component of these financial management processes is invoice management. An area of great importance to the health of your operations and a challenge at the time when your invoice flow increases as you grow. Efficient invoice management is not just about paying bills on time; it is a complex process that can improve cash flow, reduce errors and ensure better relationships with suppliers.

Whitepaper the future of invoice processing

In a very short period of time, digital invoice processing has undergone profound changes. Curious about recent and expected developments in digital invoice processing? We tell you all about it in our white paper “The future of invoice processing: how to future-proof your administrative process?” In it you will read, among other things, about the automation of processes, but also how to give e-invoices -and the various initiatives involved- a place within your administration.

Whitepaper e-invoice processing

‘E-invoices,’ ‘XML,’ ‘UBL,’ ‘pdf’: You’ll find these terms everywhere If e-invoicing is done entirely according to the ideal, you no longer need to perform manual operations. But practice is different: organizations have to deal with different standards and formats as well as receive other invoice types. As a result, they receive and process a diverse stream of incoming invoices. What exactly is the place of e-invoices in this flow? And how can you process them in a smart, unified way? In this whitepaper, we take a closer look at that!

Time to join the Peppol network? This is what you need to know!

From different sides you hear about the Peppol network. Perhaps your organization already receives and sends invoices through Peppol from time to time. Or you are currently exploring a good “Peppol approach. Is this the right time for you to join the Peppol network? And what exactly does that entail? In this blog post, we list the most important “Peppol facts” for you!

OCR software: the ‘what,’ ‘how’ and ‘why’ of scanning and recognition

‘OCR’, ‘Optical Character Recognition’, ‘optical character recognition’, ‘software OCR’, ‘scan and recognize‘: the terms around document recognition are flying around your ears – and you’ve probably Googled them all by now. But the information surrounding the subject is often technical and subjective, making it difficult to get a good picture of OCR. Where can you find the explanation you’re looking for? On this page, we list all the important questions and answers regarding OCR software for you! The basics of OCR software: understanding optical character recognition Curious about the principle behind OCR and the benefits you can get from OCR software? In this section, we’ll go into that in more detail.

What is an XML invoice and what processing challenges are involved?

In finance, you have gone through many changes over the past few years, especially when it comes to incoming document processing. The vast majority of companies now receive (almost) no paper invoices. They handle the incoming invoice flow by mail – usually through a separate invoice mailbox. At the same time, the formats in which invoices come in have increased in diversity. A PDF file, a UBL invoice (“UBL” stands for “universal business language”) and, of course, an XML invoice: you receive documents in all shapes and sizes. E-invoicing is gaining prominence. As a result, you face new processing challenges. With electronic invoices on the rise, what do you need to consider in finance? And how do you meet the challenges? And what exactly is an XML invoice?

Digitizing administration: 7 tips to work more efficiently

Do you want to digitize your financial records because you want to spend less time on boring, repetitive tasks? With digital administration, you increase efficiency and reduce the risk of error. And when you process an incoming document – such as a purchase invoice – you’ll always know exactly where it is. This leaves you much more space to engage in challenging work that adds more value to the organization. The question is: where do you start? In this blog we share 7 tips to work more efficiently. If you are going to digitize your administration, you can use them to build a solid digital foundation for processing purchase invoices as well as other incoming documents!

Digitize administration: 3-step plan to work more efficiently starting this summer!

Now that we have the first heat wave behind us and the summer months have officially arrived, it is time for many people to enjoy a well-deserved vacation. But when you close the office doors behind you for two, three or four weeks, you naturally want your administrative processes to continue running smoothly. You don’t want to have a huge pile of emails and invoices to process upon your return. How do you avoid a backlog and make sure your administration continues?

Automating administration: roadmap to eliminate repetitive work

Do you want to automate your administration, but aren’t sure how to go about it in a way that will quickly benefit you? In this blog we share a handy step-by-step plan to eliminate monotonous, repetitive work in a coordinated way. You can automate your administration in 5 easy steps, leaving time for work that is more challenging and makes you happier!

Administration updated last fiscal year? Time for process optimization!

As a financial clerk, you usually use quarter 1 to complete the accounting for the past year. For example, you check whether all purchase invoices have been posted correctly and in the correct period and whether all approvals have been received. Next, you carefully review the accounts so that the audit can take place. At a later stage, the tax inspector may also come by and ask for a picture of the invoice including authorizations. Therefore, in the first months of the year you also check who approved the invoice and whether this person also had the authority to do so. All in all, a period full of peaks and deadlines during which you experience a high workload. During the process you have undoubtedly thought at times: couldn’t this all be done more efficiently? Good news: it certainly can. A digital purchase invoice processing solution offers the solution.

Improving administrative processes: 3 tips, 5 benefits

Do you want to improve your administrative processes, but does this seem like a big job to you? It doesn’t have to be difficult. And it is definitely worth the effort. But why? We will tell you in this blog. Take advantage of our 3 tips for automating document processing and read which 5 benefits you will enjoy by improving your administrative processes.

How to find the best scanning and recognition software? 3 tips

It is high time to digitize the processing of purchase invoices and other incoming documents – which is why you are looking for the best scanning and recognition software. Because only with this can you hold your own as an organization in this day and age. In recent years, digitization has become increasingly important: in many administrative departments, piles of paper and cabinets full of binders have gradually disappeared. Currently, no one can do without a solid document recognition solution. After all, the days when you could open and process mail in the office are over for the time being. Currently, most people work online. As an administrative assistant, you need the best scanning and recognition software to work efficiently, productively and easily. But if you start comparing scanning and recognition software, you’ll soon lose sight of the forest for the trees. How do you find the solution that best suits your organization?

Automating accounting: 7 tips for financial accounting

For some time, you’ve wanted to automate your accounting. After all, there are several advantages to this. When you have automated, unambiguous bookkeeping, you increase efficiency, significantly reduce the chance of error and keep a lot of time for more challenging tasks. Plus, you’ll always know exactly where an invoice is in the process. But where should you start in streamlining and optimizing your processes? Fortunately, this is much easier than it seems. In this blog, we share 7 tips on processing purchase invoices that will get you up and running quickly. If you are going to automate your accounting, be sure to read through them!

Optimizing business processes? Start with the foundation of your organization: financial administration!

If you want everything within your company to run streamlined, it is important to first analyze the current processes of financial administration. In order to keep running and growing, you need to make sure the flows are there. Making payments, processing incoming documents, booking and approving purchase invoices: these processes are the foundation of your organization. So if you want to optimize your business processes, it’s crucial that you make sure they run efficiently and flawlessly. But how exactly do you do that? Use our handy three-step plan!

Scanning and booking invoices: how does interfacing with your ERP system work?

Scanning and booking invoices with a good automation solution saves you a lot of time. But you’re only truly efficient when this solution interfaces with your ERP system. What exactly should you imagine?

Processing procurement invoices digitally: what does the optimal solution look like?

Are you looking for a solution that will allow you to work as efficiently as possible in your financial administration? If so, you will want to choose a party that works well with your ERP vendor. This way you can be sure that the integration is optimal and that you are dealing with a reliable solution. The basis of our approach is that we always focus on the possibilities of your system. The solutions we create and devise optimize packages from ERP suppliers such as Exact and AFAS. They do everything they can to bring you all kinds of new functions that are essential to your primary process. Extremely important, but because of this they do not always offer the most optimal solutions in peripheral areas, including purchase invoice processing. That’s exactly where Whitevision’s expertise comes in. We have partnerships with a range of ERP vendors. We maintain close contacts with them. Only in this way can we ensure that our solutions integrate optimally with our customers’ ERP systems. Wondering why a partnership between a scanning and recognition party and an ERP supplier is so important? In this blog we share which 5 advantages you can experience as a user.

Reading invoices automatically: 4 reasons to choose digitization

Reading invoices automatically: you hear all about it, but you’re not sure if you should really go for this. Your current system is completely ingrained in the organization. Everyone is used to working with it, so why change it? It would take a lot out of your colleagues who approve purchase invoices. They like to do this on paper so they can jot down any comments. If you start reading invoices automatically and digitizing the process, your way of working will change dramatically. What exactly should you expect from this? For example, will you be able to find invoices easily after you have processed them? And will you actually optimize your accounting when you opt for such a switch? In this blog, we answer the most important questions surrounding digitizing purchase invoice processing!

5 benefits of digital invoice processing

Digital invoice processing today is not an option, but a must. Anyone who wants to work efficiently and quickly can no longer ignore an automation solution. Just think how many actions you have to perform when you still process purchase invoices manually. Upon receipt, you have to select the creditor, enter all data (from invoice amount to VAT amount), break down the invoice and create an entry. And even then you only have an entry, not a digital (pdf) version of the invoice. If you need to review the invoice later, it will cost you a lot of searching. In short, without digital invoice processing software, your work is very cumbersome. Fortunately, this can be done differently. Curious about the 5 most important advantages of digital invoice processing software? We list them for you!

3-way matching: how does it work and what are the benefits?

Do you regularly need to perform a check between a purchase order, the receipts on it and the invoice you finally received? Then 3-way matching with smart software can help. But how exactly does this work? And how do you benefit from it? In this blog post, we explain.

Keeping receipts: here’s how to keep streamlined records

In finance, you have a stream of incoming documents to process – from paper receipts and invoices to digital files. Previously, we wrote blog posts about coordinating the flow. Now it’s time to zoom in on an important aspect that often involves multiple employees within your organization: receipts. As a financial administrative employee, you have to keep track of expenses and store receipts. How do you do this in a structured way?

Checklist: Getting started successfully with automated invoice processing

Processing invoices often takes more time than you would like. Maybe you run into long payment deadlines, errors in the administration or simply a lack of overview. Automatic invoice processing is the way to make this process smarter, faster and error-free. But how do you go about it? With this checklist we will help you step by step on your way to a successful transition to automatic invoice processing.

E-procurement: towards an optimal procurement process!

Need office supplies or a new office chair? Employees often order those themselves, either through their favorite online store or by making a quick phone call to the supplier. That seems very easy. But meanwhile the receipts, packing slips and invoices pile up. Before you know it, they get mixed up or lost. And the overview? That is hard to find. Many organizations struggle with streamlining their procurement processes. Fortunately, there is a solution: e-procurement. It gives you a grip on everything to do with ordering, delivery, approval and payment. Want to know what e-procurement entails and how you can benefit from it? We explain that in this blog post!

Outbound e-invoicing via Peppol: it can be that simple

E-invoicing through Peppol is becoming increasingly important. Governments are asking for it, more and more companies are switching over, and the digital invoice is fast becoming the standard. But what about if you want to send e-invoices via Peppol yourself? What do you need? And how do you make it work without your organization drowning in technology? In this blog you can read all about outbound e-invoicing via Peppol and how we can help you.

VAT in the Digital Age: prepare now for mandatory e-invoicing

ViDA (VAT in the Digital Age) is the European Union’s plan to modernize VAT rules. This new legislation will have a major impact on administrative departments. Sending invoices as we often do now, by pdf or email, will therefore largely disappear. From 2030, electronic invoicing (e-invoicing) will become the standard for international transactions within the EU. Step by step, countries will also introduce this nationally. This means that companies will have to fundamentally change their administration. Not in five years’ time, but now.

Operational Excellence in Accounts Payable: Why “Good Enough” Isn’t Enough

For many organizations, processing incoming invoices is still a labor-intensive and error-prone process. While other processes have already been largely automated, invoice processing often lags behind. This is precisely where there is room for improvement. Operational excellence is not a luxury, but a necessity.

E-invoicing: the 5 most frequently asked questions

E-facturatie wordt steeds belangrijker voor organisaties in het mkb. Bedrijven willen processen automatiseren, efficiënter werken en de foutgevoeligheid van handmatige verwerking verminderen. Het ultieme doel van e-facturatie is om het proces automatisch te laten verlopen. Daardoor werk je efficiënter en veiliger. Maar wat is e-facturatie precies? En hoe begin je ermee? In dit blog beantwoorden we de vijf meest gestelde vragen over e-facturatie.

Inventory management: the key to a streamlined organization

An efficiently organized ordering and inventory process is the backbone of any organization that wants to keep a grip on costs, time and resources. Yet in practice, this process is often unnecessarily complex and error-prone. Many organizations still rely on manual methods, fragmented systems or individual solutions that only work temporarily. Especially in the orientation phase – in which many organizations are thinking about optimizing their administrative processes – it is important to consider the role of inventory management. In this blog, we explore why a well-designed procurement process is so important, what pitfalls are common and how automation can help you work more efficiently.

Using AI smartly for your invoice processing: 7 practical tips

How do you make your administration run smarter, without immediately changing course? AI invoice processing may sound like something for later or for large companies with big budgets. But it’s precisely with small, targeted applications that you can quickly make a difference. In this article, we share practical tips for getting started with AI in your invoice processing today. No technical deep dives, but concrete tools for organizations looking to take steps toward automation.

Reverse billing and self-billing: 2 terms, 1 process

We often get asked: “What is the difference between reverse billing and self-billing?” The answer is simple: there is no difference. Yet the use of different terms regularly causes confusion. It’s time to clarify this and explain why this method of invoicing is so smart.

Intelligent Document Processing: the key to more efficient business processes

Intelligent Document Processing (IDP) is the solution to automate manual and time-consuming administrative processes. Whether invoices, order confirmations or complex reports, IDP combines technologies such as OCR and artificial intelligence to not only recognize text, but also understand context and meaning. The result? More efficiency, fewer errors and smarter workflows for teams within procurement, finance and other departments. Wondering how IDP can help your organization? Then read on quickly!

The 6 biggest benefits of SaaS for your administration

If you work in a financial administration or procurement department, you probably recognize the need for overview, speed and control. SaaS – Software as a Service – meets this need perfectly. More and more organizations are opting for this way of working: software that does not run on your own server, but is available via the cloud. That means less technical hassle, access to the latest functionality anytime and anywhere, and room to design processes smarter. Especially when you work with solutions specifically designed to automate invoice processing, contract management or order flows. Want to know what makes SaaS so valuable for your daily work? Here are the 6 most important benefits:

The impact of AP automation on supplier relationships

For many companies, managing supplier relationships is an ongoing challenge. Delayed payments, administrative errors and poor communication can create frustration and mistrust between you and your suppliers. In a competitive marketplace, keeping these relationships running smoothly and efficiently is critical. But how can you address these issues without increasing your team’s workload? The solution is found in AP (Accounts Payable) automation. By streamlining and modernizing your payment processes, you can not only improve internal efficiency, but also strengthen relationships with your suppliers.

Robotic accounting and AI: what does the future of finance look like?

The world of finance is changing rapidly. Since automation has taken off, more and more manual tasks are a thing of the past. Robotic accounting has played a huge role in automating repetitive manual tasks in finance departments. But what’s next? With technology developing at lightning speed, what does the future look like?

How to improve spend management in your organization? [5 tips]

Spend management is crucial for every company. In practice, however, many struggle to properly organize it. This is often due to small, unexpected purchases. Whether you operate in construction, healthcare, or the education sector, you’ve probably had to deal with invoices that are difficult to match. And you are likely familiar with purchases made outside the standard procedures. How can you get a grip on all your expenses and ensure a much smoother process? Use the five practical tips we share in this blog post!

Whitepaper field purchases

In the construction industry, they are inevitable: stalls. Executives on the construction site often discover at the last minute that they need additional materials and quickly place an order via phone, WhatsApp or an online shop. While this seems like a quick solution, processing these orders in the administration often involves delays and complications. In this white paper, we give you a blueprint for processing stall orders quickly and efficiently!

Peppol Access Point: what exactly is it and what does it do?

More and more organizations are switching to e-invoicing. Not only because it is faster and more efficient, but also because more and more governments and companies demand it as standard. In this blog, we explain to you all about Peppol and the importance of a Peppol Access Point for sending and receiving digital invoices securely. Whether you work at a large company, are an SME or are responsible for financial administration: if you work with digital invoices, sooner or later you will come across Peppol. But what exactly is Peppol? How does it work? And why choose a Peppol Access Point?

Privacy in the AI era: what you need to know

Privacy in the age of AI is currently a hotly debated topic. Artificial intelligence (AI) is rapidly changing the way we work, communicate and process information. From smart algorithms that recommend products to chatbots that provide customer service, AI is becoming increasingly intertwined with our daily lives. While the benefits of AI are enormous – think time savings, personalized experiences and better insights – these technological advances also bring new challenges. One of the most pressing issues is privacy. After all, AI systems run on data, which means your data plays a crucial role in how this technology functions. The more data an AI system has, the smarter and more efficient it becomes. But what exactly happens to that data? Are they stored securely? Who has access to this data? And how do you prevent your data from being misused or shared without your permission? In this blog, we dive deeper into the key privacy issues surrounding AI. We look at where the risks lie, what legislation already exists to protect your privacy, and what you yourself can do to keep your data safe.

Why do field purchases take up lots of construction companies’ time? On to process optimization!

As a construction company, you regularly have to deal with the illustrious field purchase. Did you know that field purchases take up to 50% of the finance department’s time, while they represent a mere 2% of the total purchase value? And even then, the result is usually far from ideal. It’s easy to lose the overview during the process. And since your time is limited, you have no choice but to perform random price verifications. Moreover, important management information is lost, because you can’t post all invoice line items separately. The question is, how to process field purchases faster, easier, and more efficiently?

Claims processing: put receipts into your records quickly and correctly with these 4 tips

Claims flow in through various channels. When you receive them in the finance department, you naturally want to put them into your ERP system. But processing expense reports can be quite time-consuming. After all, if you do it manually, you have to retype all the data. Moreover, documents can get lost, so you lose the overview. How do you solve that? OCR software offers a solution. When employees submit an expense or travel reimbursement, for example, the software recognizes the data on the claim, such as the amount and the employee who submitted the document. If you also use workflow software, you can then circulate the claim for approval. The document is then automatically processed in your ERP system. Convenient, because that way you don’t have to do any repetitive work around processing expense reports!

Digitizing SME administration: does it pay off?

“Should we digitize our financial records?” It’s a question many SMEs ask. After all, an SME does receive invoices, but the question is whether there are enough of them to digitize its records. Wouldn’t you rather handle the processing manually? While that does take some administrative effort, digitization seems to be mostly for larger companies. Scan-and-recognition software is often expensive and therefore SMEs think the investment does not pay off. Did you know that this does not have to be the case at all?

Compare scanning and recognition software: what should you all look out for?

The decision has been made: your organization is going to work more efficiently. As part of that, you want to compare scanning and recognition software. In this way, you hope to eventually find the best automation solution. This is important, because by eliminating repetitive, manual work, you will have time left over for tasks that make your job much more challenging and versatile. Comparing scan and recognize software is the first step towards making your job much happier. This benefits both you and the organization. The question is: what should you pay attention to during your search? Good scanning and recognition software allows you to save time, work more easily and make fewer mistakes (since overtyping is no longer necessary). All the more reason to take a thorough approach to your search for the right solution. How do you do that? Follow the step-by-step plan we describe below. This is how you select the scan and recognition software that suits you best!

Collaboration between procurement and finance: how do you optimize your processes?

Good cooperation between procurement and finance is essential to the success of any organization. When they join forces and things run smoothly as a result, you have a solid foundation for healthy operations. But why is this really so important? And where do you start when you want to optimize cooperation between these departments?

Procuration chart: what is it and how do you set it up? Read our 4-step plan and our 9 tips!

Does the average purchase invoice within your organization pass several approvers? Then it is usually convenient to work with a procuration scheme. But what exactly is this? And is it best to set it up in your ERP system or with workflow software? In this blog post we explain it and give you practical tips!

Pdf and OCR: how to read pdf documents with OCR software?

In finance, you receive a multitude of documents. Often these are PDFs. And you want to process these in the most efficient way possible. How do you do that? Anyone who seriously wants to optimize processes cannot do without automation solutions these days. With that in mind, you may have googled the term “pdf OCR. You know that OCR (short for “Optical Character Recognition”) can mean something in processing pdf documents, such as purchase invoices. But what exactly?

Get started on process optimization now to be live before summer!

Traditionally, Q1 is the period when you complete your year-end closing. By now, CBS has probably already sent you a message asking you to submit your data for the past year. You may also have already submitted your figures to the Chamber of Commerce and notified your shareholders. In short, the past fiscal year is closed. High time to put the year behind you and begin your plans for next year! But how do you start?

How do you get the most out of no-hands accounting as a financial administrator?

Repetitive manual work: in most financial administrations, it takes a lot of time and generates a lot of frustration. After all, you’d rather spend your precious hours and expertise on more challenging tasks that make you happier. The solution: no-hands accounting. This umbrella term covers all automation solutions that perform accounting tasks for you, thus taking the manual work out of your hands. That’s a pretty general definition. In this blog post, we like to make it a little more specific! What’s important about no-hands accounting? What are the advantages? For which processes does this principle offer a solution? And which automation solutions can you use?

What is OCR?

The abbreviation OCR stands for Optical Character Recognition. Briefly, OCR is a technique that allows the computer to “read” letters, numbers and punctuation marks from an image. OCR software is used to transform paper documents and booklets into digital versions for editing and archiving. Forms, letters, contracts, articles, reports and manuals can thus be converted to editable text in no time – in a Word file, for example. However, there is an important distinction between simple and smart OCR software. In this blog, we explain this and tell you the benefits of advanced OCR software in the invoice processing process!

OCR software: do’s-and-don’ts when looking for a vendor

In finance, you are always looking for ways to improve your processes. With that in mind, you want to eliminate repetitive, manual tasks as much as possible. Because that’s how you save time, work more efficiently and minimize the error rate. As a result, you have more room to take on challenging work that allows you to add more value to the organization. The first step toward a job satisfaction that benefits you and your company? A good OCR software.

OCR software: what’s next for OCR?

OCR software has been around for a long time.A while ago, we wrote extensively about how OCR software works, its purpose and its benefits in our blog “What is OCR? The basics: you determine at the pixel level whether something is black and white or colored, and then you do an interpretation step to determine whether readable information comes out of the pixels. By now, basic techniques have become so widely adopted in everyday life that we can no longer do without them. Most modern systems use essentially the same OCR mechanism. Just think about self-driving cars or cameras for recognizing video images. Despite now being used for such modern things, this technology is also still the basis for optimizing administrative processes. But that does not mean that OCR software is standing still. It is precisely in the administrative area that developments are rapid. Therefore, in this blog we address the question: what is the next step in the field of OCR software?

OCR software and digital invoice processing: what is a “smart” OCR system?

That digital invoice processing with OCR software can save you a lot of time is something that the majority of companies know by now. A good scan and recognize solution ensures that employees in the financial administration have more time for tasks with which they can really add value to the organization. But what should you really look for when looking for a solution? And why should you choose smart OCR software over its ‘regular’ counterpart?

Setting up paperless records: how to do it? 4-step plan

Having paperless administration means you always have things in order, no matter where you are: at home, in the office or at a resort. Before the pandemic, this was already important as remote working was on the rise. But now that everyone in the world is forced to focus as much as possible on digital or paperless working, remote working has gained momentum. That includes digital processing of administrations. Wondering how to set up a good paperless administration? With our 4-step plan you will lay a solid foundation!

Going paperless: optimize your purchase invoice processing!

Paperless working is the aim of many companies. In the context of efficiency, but also with a view to Corporate Social Responsibility (CSR). What exactly are the advantages of paperless working when it comes to purchase invoice processing? And what concrete steps can you take to achieve a paperless office? We discuss it in this blog.

Paperless office: 4 benefits and 7 tips

Those who have a paperless office are fully in tune with the current trend of paperless work. But the real reasons why you should have digital records have little to do with the hype. There are serious benefits associated with a paperless office that your organization can take advantage of. What exactly do these entail? And how do you set up a paperless office?

Coping with the XML era: the ins and outs of e-invoicing

The world of invoicing has already evolved quite a bit. The paper era is more or less over. The great majority of companies already receive invoices in PDF form. But now it is already time for the next step: e-invoicing. Here, invoices arrive in XML format. How exactly does that work? What are the advantages of this? And how do you handle e-invoicing as an organization?

OCR technology: 5 things you didn’t know about OCR

Automating the purchase invoice processing process: that’s your goal. That’s why you’re looking for good OCR software. Because with it, you can easily scan and book incoming invoices. But one vendor is not the other. And although scanning and recognition are the foundation of a software solution, OCR technology is now available in various shapes and sizes. What do you need to know about OCR to choose the software that really fits your organizational needs?

Whitepaper working more efficiently in finance

As a financial administrator, you are often caught between two fires. On the one hand, you want to do your work as accurately as possible. On the other hand, the organization where you work sees your department primarily as a must; an expense whose positive results will only be seen in the long term. For this reason, many companies want to keep as reliable records as possible with as little effort as possible. But that’s easier said than done.

Whitepaper process invoices automatically

Whitevision is happy to help you get started with automated invoice processing. We understand that fighting the constant incoming emails in your invoice mailbox is a time-consuming task. Wondering how to get to the solution in 5 steps? We tell you in our white paper “Process invoices automatically: how to coordinate the flow”. In it, you’ll also learn whether automatic invoice processing is really possible and whether the flow of messages in your purchase invoice mailbox can be processed without human effort.

Improving processes in quiet times: mini-guide to optimize your administration

‘Improving processes’ is not usually at the top of your priority list. In financial administration, you are often too busy with other tasks to sit down and think about this. In quiet times, it is an excellent opportunity to focus on activities that you usually hardly get around to. After all, this is how you ensure that you are ready for the future. If you improve your administrative processes now, you will be optimally prepared when the quiet times are over.

Workflow system: work more easily with your colleagues

Processing incoming documents is a cumbersome task. Good collaboration between individuals and different teams is crucial. A digital workflow system saves you time and increases efficiency. In this blog, we’ll tell you what this is, what issues you’ll encounter in the process and – most importantly – what a good workflow looks like.

Document recognition: what software do you need?

You’ve surely heard the term “document recognition” mentioned before. Many people think this refers to a process where you scan an image that you then put into your records. This is not incorrect, but in practice there is more to it. OCR software automatically converts the scanned image into data, which you then see in your ERP package. For this reason, we also speak of ‘scan and recognize software‘. It is precisely this recognition process, in which the software interprets data and delivers it to your financial system as data, that makes document recognition so interesting.

Invoice processing costs: how do you process incoming invoices economically and efficiently?

Manual processing of incoming invoices seems advantageous at first glance. But it involves an awful lot of handling. Have you ever calculated how much processing one invoice costs you with this traditional method? Increasingly, you hear around you that digital invoice processing saves time, works more efficiently and minimizes errors. Why? Because you eliminate many steps. That’s why you googled the term “cost invoice processing” anyway. So what is the most cost-effective solution for your accounting needs?

Digital archive: use software to save invoices?

Do you keep all documents – including purchase invoices – in physical folders after you have gone through the processing process? Then you spend a lot of time archiving and retrieving documents. Moreover, the filing cabinet bulges over time. Couldn’t that be much easier? Yes, indeed. And by replacing your paper archive with a digital archive. Software can help you enormously if you want to store purchase invoices and other incoming documents quickly and clearly. But what should companies consider when switching to digital archiving? And what does a digital document management system actually require of you? In this blog, we tell you more about it.

Entering invoices with or without OCR software? Compare the two processes

When you get started with “scan and recognize,” you have certain expectations of a solution. Perhaps you assume that OCR software will process all invoices fully automatically for you in your ERP package. Whether this really happens depends on the scan and recognize software you use and the extent to which it interfaces with your ERP system. Do you want to make it as easy as possible for yourself? Then it’s best to scan invoices with smart OCR software. Does this mean that invoices end up directly in your ERP system? To answer that question, let’s first look at the definition of a smart OCR system. How exactly does it work? And why is it incredibly useful if the software interfaces optimally with your ERP system? Translated with DeepL.com (free version)

Approving invoices through a workflow: the process from a to z

In finance, you are always looking for ways to improve your processes. In that context, you are interested in an automation solution for the approval of purchase invoices. Because the manual process usually takes quite a bit of time. If you circulate an invoice around the organization to collect signatures, it often takes a while for the invoice to be approved. In the meantime, a lot can happen. For example, approvers can lose the document or forget to approve it. And that makes your job more difficult. The solution: invoice approval with workflow software. In this blog post we explain why this creates efficiency and how it works!

Storing invoices digitally: 4 ingredients for an organized ‘virtual filing cabinet’

Every day or week you receive X number of purchase invoices. And as your organization grows, this number often increases rapidly. Are you still working with paper invoices? And do you store them in a physical archive? Then the processing takes a lot of time. And if you need to check an invoice, you can’t do it within a reasonable period of time. Because you have to work through all kinds of folders to find the answer to your question. Moreover, the fuller the cabinet, the less you can monitor the overview. You’ve heard that digitizing the process offers a solution. But how exactly does that work: storing invoices digitally?

Receiving invoices digitally: coordinate the flow!

Receiving invoices digitally is the norm these days. The days when purchase invoices arrived by regular mail are behind us. In recent years, we have taken a big step forward: the flow of incoming invoices has largely been digitized. This is just as well, as many companies have seen this flow increase due to increased activity and growth. However, receiving invoices digitally also brings a new shortcoming: how do you coordinate the flow? From blockchain to supply chain standards (such as DICO and UBL), a range of promising initiatives have passed in review. And yet many companies are still struggling with challenges. Currently, you can receive invoices digitally, but how do you process them easily and quickly? In this blog, we will help you on your way with 5 tips!

Electronic invoice processing: what is it and how does it work in practice?

More and more organizations are adopting electronic invoice processing. The promise underlying e-invoicing is clear: the ERP systems of supplier and recipient automatically exchange orders, delivery notes and invoices so that both parties do not have to worry about the processing. In practice, things are a bit more complicated. We still have some way to go before we reach the ideal of e-invoicing. The various standards, the different formats in which invoices come in (such as XML and pdf) and the diversity in channels of entry (including mail and Web services) require attention. It requires quite some flexibility from your organization to move with all the developments. At the same time, e-invoicing offers plenty of opportunities to realize an even more efficient process. You can further reduce issues such as manual operations and error proneness, for example. And you will have a more controlling role in the financial administration. So e-invoicing is a nice development towards an even smoother process of processing orders, receipts and invoices. The question is: what does e-invoice processing really mean right now? And how can you process XML invoices in an efficient, smooth and time-saving way?

Automated invoice processing: 5 elements a good solution meets

Manual operations are becoming increasingly out of date. The average financial administration is now aware that automated invoice processing saves an awful lot of time. And if you use a good solution, you reduce monotonous, repetitive work to the absolute minimum. But what elements should a solution actually include to digitally process received invoices? What can you expect from an implementation process? And how do you benefit from this type of software in daily practice?

Preventing invoice fraud? Invest in a workflow system!

Invoice fraud is a growing problem for organizations. You’ve probably seen a phantom invoice pass by before. And the widely feared phishing email, which makes an urgent request for payment to a financial administrative employee, will not be foreign to you either. The question is: how do you effectively counter such fraud attempts? In a previous blog, we described that WhiteVision’s SMART-OCR solution has a standard functionality to detect phantom invoices. As a user, you are then alerted to this so you can take action. When we recently thought together about invoice fraud, we realized that good workflow software is also very suitable for preventing phishing mails. How? We’re happy to share that with you in this blog.

Financial accounting software: what is the prerequisite your OCR vendor must meet?

Automation and digitization have made many repetitive, monotonous tasks obsolete. For example, it used to be necessary to manually transcribe billing information, but today you can take advantage of smart financial software solutions that make it easy to keep your accounts in order. This means you have more room for challenging tasks that make you happy. And that is what we are increasingly looking for these days. In short, we all realize that optimizing processes brings many benefits. The average financial administration is therefore actively working with a scan and recognize solution. Some companies are already working with this, while others are exploring the possibilities to find out which OCR software suits them best. Are you currently in such an exploration phase? Take the following advice with you: only work with an OCR vendor that has an excellent support department.

Fiatting purchase invoices: 4 reasons to digitize the process

If you want to optimize your administrative processes, you’ve probably already Googled the term “approving purchase invoices. Perhaps you know by now that you need a workflow solution to digitize this process, but are still wondering if you should digitize the approval of purchase invoices. The current time frame answers this question. With digitization increasing rapidly and working from home becoming more commonplace, it is extra important that employees in financial administration focus on tasks with which they add a lot of value to the organization. With that comes the need to eliminate monotonous, repetitive work. How do you do this? Among other things, by digitizing the approval of purchase invoices with workflow software. Because in this way you make administrative work more efficient and simpler. But how exactly does workflow software work? And what specific benefits does its use give you?

Efficiency in invoice processing: 10 key KPIs

Invoice processing is a crucial part of any organization, but it can also be a time-consuming and complex process. Fortunately, Key Performance Indicators (KPIs) provide a valuable tool to measure and improve the effectiveness of this process. By using these KPIs, you can optimize the invoice processing process, allowing you to meet financial obligations on time and leave more time for other work. Curious about the 10 most important KPIs for more efficient invoice processing? We list them for you!

Document processing: why is innovation important?

There are several solutions for processing incoming documents. In most cases, these are software that allows you to process purchase invoices. But what about other types of documents?

Organizing financial records: the best tools for businesses listed

Process optimization is essential if you want to organize your financial administration. Those who process all data manually spend a lot of hours doing so. Fortunately, keeping financial records does not have to be so much work. In fact, there are several good tools that can help you optimize your administrative processes. Wondering which tools are really valuable when you want to organize your financial administration? In this blog we list them for you

Processing procurement invoices digitally: why does it offer so many advantages for construction?

The construction process is unique. The physical separation between the company organizing the work (the contractor’s office) and the place of production (the construction site) is not seen in many industries. When we started Whitevision in 2005, we immediately saw that the digital processing of purchase invoices could offer many advantages precisely for the construction industry. Because we chose this focus as a company, we have since acquired a solid market position from which many customers are reaping the benefits. But why is digital procurement invoice processing so suitable for the construction industry?

E-invoice, XML, UBL and DICO: here’s what you need to know about e-invoices

‘E-invoice,’ ‘XML,’ ‘UBL,’ ‘DICO’: you hear these terms thrown around more and more often. So there is a lot going on in the world of invoice formats. Some companies are already working with e-invoicing, partly because of collaborations with certain suppliers or industry initiatives. These (relatively) new developments logically bring questions and challenges. What exactly do all these terms mean? How do you navigate the growing forest of document processing? And how do you deal with the challenges surrounding the processing of (e-)invoices? In this blog post we answer the most important questions regarding e-invoices, XML, UBL and DICO!

Electronic invoice processing: 7 tips

By now you probably already know how many benefits digital invoice processing offers. Those who process purchase invoices automatically can streamline processes, increase efficiency, reduce costs and free up more time for activities that add greater value to the organization. In short, digital or electronic invoice processing helps you optimize, making your work faster, easier and more enjoyable. Would you like to improve efficiency? In this blog we give you 7 tips to get the most out of digital invoice processing!

Setting up digital administration? These pitfalls you must avoid!

A well-organized administration provides insight and overview. If you still handle all administrative matters on paper, you spend a lot of time on repetitive tasks. Rather spend these hours on work that makes you happier and adds more value to your organization. Moreover, your administrative processes are much more error-prone if you process important documents via the “paper route. The solution: set up digital records.

Purchase invoice processing within educational institutions: time for optimization! [3 tips]

What amount was spent on temporary employees? What facility costs did your educational institution incur in the last month? Exactly how much did you spend on materials? In the financial administration of an educational institution, such questions are commonplace. But how do you answer them as quickly and completely as possible? And how do you sketch a realistic picture of both the state of affairs and the future?

Purchase invoice booking from A to Z: how does the digital processing process work?

Booking a purchase invoice can take a lot of time and effort if you are still processing it manually. Do you recognize the following process? Invoices that arrive by e-mail are printed first. If you also receive paper invoices, you soon have a pile on your desk to process. This task, which involves many repetitive actions, takes quite a few hours – after all, you have to book the purchase invoices into your ERP system one by one. When you finally finish the job, you put all the invoices into colored folders to pass them along the various approvers within your organization. The process that follows is often drawn out: invoices get lost or your colleagues forget to approve them, leaving you to do a lot of searching. A shame, because you would rather spend that time on tasks that add more value to the organization. If you want to book a purchase invoice in an instant, the digital processing process is indispensable. But what exactly is digital purchase invoice processing like? And why can it be incredibly relevant to you?

Submitting claims: use app or software?

There is almost no financial administration that does not involve expense claims. Within many a company, employees advance expenses out of their own pockets. They then want to claim the amount concerned. They used to use a paper form for this, but today digital claims are the way to claim expenses incurred. However, receipts can arrive at the finance department in different ways. The key question: do you use a claims app or software for filing?

Purchasing process automation: how to set up purchasing department processes more efficiently?

An efficient procurement process is worth a lot. You maintain an overview, speed up transactions, reduce manual operations and minimize errors. In addition, you lay a foundation for cost savings and strategic decision-making. Especially if the procurement department and the financial administration align their processes. But anyone who wants to work more efficiently in 2023 cannot really do so without embracing the possibilities of technology. Automating the procurement process is the solution for organizations that want to realize an efficiency boost. The question is: where and how do you start?

Digitizing your financial records: get off to a good start with this guide!

You want to take a hard look at your administrative processes. You currently spend a lot of time on boring, repetitive, manual tasks. And you know that nowadays this can be done differently – namely, by switching to digital administration. But how should you digitize your financial administration? And how exactly do you benefit from this? In this manual we explain it to you!

What is a purchase order and how do you process it efficiently?

When employees purchase items, it is often convenient to record the orders as purchase orders. Then a responsible can give approval before they actually order the products. In this way, you agree the flow in advance, avoiding discussions afterwards. This is especially useful for larger organizations working with multiple locations. Consequently, the purchase order is often seen in sectors such as education and construction.

Digitizing accounting: 11 benefits of paperless administration

For a while now you’ve been wondering: should you digitize your accounting? Left and right, you hear positive reports about a paperless office: it would make companies work a lot more efficiently. No hype, as it turns out – because organizations that are going paperless are excited about the many benefits they are enjoying since adopting digital accounting. But what exactly are the benefits when you work not with paper but with digital invoices? And how do you actually start with paperless accounting? In this blog we describe 11 advantages and a 3-step plan. If you want to digitize your bookkeeping, read on!

Optimize accounting: lay the foundation in 3 steps

Optimizing your bookkeeping isn’t always easy. As an employee in financial administration, you are often busy handling small tasks. When added together, however, these take up a considerable amount of time. Because the work is often repetitive and monotonous, you also lack the necessary challenge. That’s a shame, because it prevents you from getting everything out of yourself. The way to do this is to optimize your bookkeeping. But how exactly do you begin? Start with 3 fundamental steps!

How does OCR work? And what is the future of OCR software?

You hear a lot about automatic document recognition, but how exactly does OCR work? The abbreviation “OCR” stands for Optical Character Recognition. The term represents a technique by which the computer reads letters, numbers and punctuation marks from a picture. Convenient because this way you transform documents into digital versions for editing and archiving. Sounds good. But how does OCR work to your advantage? And what’s next for OCR?

Good OCR software: 7 frequently asked questions and answers

Automating your accounting is done with good OCR software. A solid OCR solution takes a lot of boring, repetitive work off your hands, leaving you more time for challenging tasks. That’s why you’re looking for a scanning and recognition solution that will save you time and work much more efficiently. But it is difficult to separate the wheat from the chaff. The technical terms fly around your ears, making it no easy task to determine which OCR solution best suits your organization’s needs. Where do you find the answers you are looking for? To get you started, in this blog we list 7 frequently asked questions (and answers) regarding good OCR software!

Peppol in the hybrid billing era: how to use Peppol effectively in your business?

Peppol is on the rise. You may not have fully embraced it yet, but you’re already hearing about it left and right. And perhaps you sometimes already receive or send invoices via Peppol. Or you want to start doing so soon. But how do you use Peppol effectively in your business?

OCR software: what can you expect from the implementation process?

After a long search, you have finally found the OCR software that will automate your purchase invoice processing process. You’re looking forward to working with it because you’re eager to improve your administrative processes. But before that happens, you need to go through an implementation process. And one implementation is not like another. What exactly can you expect from this process? And what is the definition of a very good implementation when it comes to OCR software?

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