As a trader, you often receive a lot of invoices from your suppliers. Whether you run a small or larger enterprise, registering these vendor invoices manually can run into many working hours. Therefore, there are a multitude of different systems in which you can scan your invoices and set up automated voucher scan flows. In this way, you make everyday life much easier, and best of all – you avoid the hard, manual typing!
If you would like to hear more about how we use voucherscan best at Sandgrav Solutions, you can contact us here
As a trader, you often receive a lot of invoices from your suppliers. Whether you run a small or larger enterprise, registering these vendor invoices manually can run into many working hours. Therefore, there are a multitude of different systems in which you can scan your invoices and set up automated voucher scan flows. In this way, you make everyday life much easier, and best of all – you avoid the hard, manual typing!
If you want to hear more about how we use voucher scanning best at Sandgrav Solutions, you can contact us here:
How is your vendor invoice handled with a voucher scanning system?
For those who are not already in the process of digitally handling your supplier invoices, we must have it fixed. Typically, a scanning system has one or more of the following features:
- Invoice Scan - Reading invoices/bills without manual typing. Data is transferred to e.g. accounting system and the document can be stored in the system or on an external platform.
- Fakturahåndtering – The ability to set up flows that ensure timely and automatic payment of your vendor invoices.
- Invoice Approval – Approval flow where you or other people in your company can ensure that everything matches before paying.
The many systems available in the market have a wealth of different functions. Some systems read e-invoice, have approval flows, or can read item lines. It can be difficult to get an overview of all the supplier invoice systems available on the market. That is why we have put together a comprehensive guide that compares the most used systems for invoice handling in Denmark.
Get the full overview - we compare the systems
There are many solutions on the market that can simpler the handling of your supplier invoices. Some are new and innovative players in the market, while others go back many years and have evolved over time. We have chosen to compare companies their size, who they turn to and who some of their current customers are. Get an overview here:
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Attachment scanning systems - what do they say themselves?
Why use one vendor invoice scanning software over the other? We have asked the companies themselves who their system is aimed at and what makes it unique! See all the answers here:
About the company
Futurelink offers the solution Batchflow. It is a simple and cloud-based system for invoice and document management. You pay as you go and there are a number of integrations to financial systems.
Key selling points
Simple solution with width and deep possibilities. Small and large solutions. Integration specialist.
- Solution for accountants and SMEs in transport, construction and commerce.
- Automatic back-up and a system that always works as it should
- Invoices are read automatically, and you only pay for what you use
About the company
DocuBizz can be described as intelligent invoice handling. The service is cloud-based and you can get started in one day. Approve invoices on the go with the smart Docubizz app.
Key selling points
DocuBizz has 15 years of Danish 100% Cloud experience, specializing in this particular process, ensuring a unique reliable and turnkey solution.
- The solution is suitable for small and medium-sized enterprises.
- You always get a low and fixed price at no extra cost.
- Simple system that gives you a quick overview of all vendor invoices and their status.
About the company
Digisense offers the digiflow solution that lets you automate up to 90% of your manual work with vendor accounting. Integrateable with multiple financial systems and easy to get started with
Key selling points
DocuBizz has 15 years of Danish 100% Cloud experience, specializing in this particular process, whichprofessionally company-adapted approval flow for digitization and automation of vendor vouchers with unlimited number of users. This ensures a unique reliable and turnkey solution.
- Suitable for medium and larger companies, where more people work with management, finance and procurement.
- Automatic distribution that sends the document to the appropriate approver
- Intelligent scan that reads the entire document with free text search
About the company
Corpay One has been around since 2016 and is one of the most innovative systems when it comes to automating accounting. You save up to 90% in time on manual work with vendor invoices, vouchers, etc. Is the only system that can pay bills automatically. You can read more about Corpay One here
Key selling points
Corpay One automates all day-to-day financial tasks such as data reading, bill payment, employee outlay, posting and approval.
- The system can be used by SMEs, accountants and accountants alike.
- Intelligent vendor management to set up rules for scanning, approval, and payment.
- Advanced workflows with many variables such as amount, vendor, and so on.
About the company
EY e-invoice is a product of EY Online and is offered to companies using e-conomic or Reviso. The company can assist with both EY e-invoice as well as their extensive knowledge of accounting programs and other online tools.
Key selling points
Simple system with unlimited workflow setup – which saves you 80% of administrative processes.
- User-friendly system for small and medium-sized enterprises
- Unlimited support from experienced team with full knowledge of accounting systems and accounting principles
- Visualize read data for faster and secure vendor management
About the company
ELO was born as an archive system for handling documents. Over time, more automation options have been built on e.g. invoice handling. The system operates in many markets, but is, for example, adapted to the Danish with an invoice handling solution for e.g. accounting companies.
Key selling points
Archiving system with full traceability and overview as well as a wide basic package with modules for invoice handling, contracts, HR and course.
- Good solution for both medium and larger companies
- Broad base package for handling all company documents
- Large overview with the ability to communicate internally within the system
About the company
The only 3 year old company already has a large customer base of micro companies and accountants. The system has the most basic functions for scanning and automating and is one of the cheapest on the market – without binding.
Key selling points
Efficient system that lets micro-enterprises automate their accounts and record voucher/supplier invoices without frustration.
- Perfect for small businesses (1-10 employees) and accountants
- Easy to use on the go and provides a quick overview
- Innovative machine learning matches invoice/voucher with bank transactions
About the company
Since 1997, Acubiz has helped companies make Expense management easier. Today, everything can be done digitally and the company provides intuitive solutions that take into account all subprocesses and administrative tasks.
Key selling points
Automatic handling of expenses and cost invoices with mobile workflow and advanced authentication and control.
- Intuitive solutions for businesses of all sizes
- Automatic and digital workflow and efficient approval process
- Only one supplier - Acubiz controls the development of their solution
About the company
With more than 15 years on the market, Fakturafil.dk has developed a clear and simple solution for handling your supplier invoices. The setup only takes 10 minutes, and then you are in the process of automating your bookkeeping. You can read more about Invoice File here.
Key selling points
Cheap reading of invoice data including lines. Super flexible with many integration points for external systems.
- A user-friendly system that can be used by all types of companies
- One of the cheapest solutions on the market – always consumption-based!
- Many options for adjustments and customizations
About the company
Continia has been around for more than 10 years and is used by more than 11,000 companies running Dynamics NAV/BC. Through Microsoft's partner channel, Continia is highly effective in delivering, implementing, and supporting the solution with their customers.
Key selling points
We help organizations save time and money in finance processes with solutions that streamline their Microsoft Business Central.
- A solution specifically aimed at companies with NAV and Business Central
- The system lets you work faster by streamlining document handling
- Always guarantee help with setup, installation and support
About the company
Since 1999, Faktura-Boks has offered an effective solution for handling vendor invoices. The system provides smart features for difficult situations, and you can always take advantage of the free support.
Key selling points
It is fast to implement, user-friendly, can be expanded with more features, handle multiple financial statements, very solution-oriented and with free support.
- For companies in industries such as shop, restaurant, craftsman, accounting etc.
- A system with a good overview and many functions that streamlines posting.
- All invoices are displayed the same and in a simple way.
About the company
Kaunt™ is an intelligent AI-based tool that helps our customers with automation, increased compliance and accurate effective analytics. Kaunt™ learns from the customer's historical accounting practices and from here puts the financial processes on autopilot and optimizes these without manual setup and without maintenance.
Key selling points
kauntTM – AI-based accounting above human performance. No manual setup, no complex integration. No maintenance. kaunt™ is 100% built on self-learning systems.
- A solution used by 25% of the municipality/region – now in progress with the private market
- Pure automation - no maintenance or manual setup
- Your invoice flow will be based on artificial intelligence
About the company
Centsoft has been around for more than 10 years. They have developed a powerful yet simple system. This allows both small and medium-sized enterprises to work effectively with electronic invoice handling.
Key selling points
Centsoft Invoice is a modern and online AP automatic solution for efficient handling of supplier invoice.
- Simple solution for small and medium-sized enterprises
- Online approval of all invoices and automatic posting to financial system
- A transparent system that lets you avoid administrative duplication
About the company
The company has eight years of experience and has in that time developed a manageable system with some of the lowest prices on the market. With ScanOne, accountants can avoid having to keep track of their customers' stacks of papers.
Key selling points
Scan ONE can save accountants/accountants up to 70% of their working time on manual typing.
- A digital bookkeeping system suitable for accountants and accountants
- Automatic reading and posting to company accounts
- Easy loading with the company's free app
About the company
Navidoc has been around for more than 15 years and works to create an interface that is manageable and also easy to use for non-financial users. The solution aims to save time and money on administrative tasks.
Key selling points
Single - User-friendly – Financial approval flow for digitization and automation of vendor vouchers, cost invoice, travel vouchers. Always with unlimited number of users and full traceability.
- Especially suitable for companies with more than one approver or vendor management
- A manageable system with many options e.g. easy scanning from mobile app
- The company has extensive experience with integration to ERP.
Scanning systems - How much does it cost?
There are several factors that play a role when choosing a new attachment scanning system to make your everyday life simpler. Some of these are the price of the system, how easily accessible it is, how much help you can get and how quickly you are scanning and automating your vendor invoices.
We have compared the systems to these very general criteria:
Scanning invoices from a supplier can happen anywhere, anytime. You may also need an overview of the invoices while you're on the go. It is therefore important that the system is flexible and that you can access it from multiple platforms, such as an app. The vast majority of scanning systems offer app.
Invoice scanning can be complicated. Especially for you who are a beginner and are not themselves an accountant. Using a new program can also have its challenges. Therefore, overall, it is important to be able to get the right support. All companies have some form of support – most by phone.
The award also plays a role. As a sole proprietorship, you may not have a big budget. As a larger company, you may need a more complicated solution, but it also needs to be affordable for your number of users, etc. When comparing the price, one should also look at how much is included in the "basic package". Some of the systems are intended exclusively for invoice handling, while others can do much more – for example, handling contracts and other HR documents.
Time is money. How fast are you going, therefore, also means a lot. Most scanning systems are up and running within hours or from day-day. What plays a role is often how "great" a solution you need. For example, should you just start scanning invoices here and now? Or should more customized integrations be set up first?
Bilagsscan - Which scanning system should I choose?
But which system should you choose? Want one that's ultra simple and aimed at small businesses? For example, with a smart app, and a good phone support where you can get help? Or do you need a comprehensive system with many features, integrations or ultimate automation – one that is suitable for larger companies? Do you want it to be able to read e-invoice? And is it a must that there is fraud detection?
We have compared all the systems to their technical functions:
Scanning invoices from a supplier can happen anywhere, anytime. You may also need an overview of the invoices while you're on the go. It is therefore important that the system is flexible and that you can access it from multiple platforms, such as an app. The vast majority of scanning systems offer app.
Invoice scanning can be complicated. Especially for you who are a beginner and are not themselves an accountant. Using a new program can also have its challenges. Therefore, overall, it is important to be able to get the right support. All companies have some form of support – most by phone.
The award also plays a role. As a sole proprietorship, you may not have a big budget. As a larger company, you may need a more complicated solution, but it also needs to be affordable for your number of users, etc. When comparing the price, one should also look at how much is included in the "basic package". Some of the systems are intended exclusively for invoice handling, while others can do much more – for example, handling contracts and other HR documents.
Time is money. How fast are you going, therefore, also means a lot. Most scanning systems are up and running within hours or from day-day. What plays a role is often how "great" a solution you need. For example, should you just start scanning invoices here and now? Or should more customized integrations be set up first?
Approval flow, integrations, and E-invoice – what features do you need?
You'll find invoice scanning software that's more automated than others. That is, where you can not only scan your vendor invoice, but also set up automated flows, so you need to do even less manual work. The many features of the systems make it easier for you to keep track of your vendor invoices – and ultimately your posting becomes more optimal and efficient.
OCR technology is the scanning engine in the program. This is what allows your vendor invoices to be read correctly.
E invoice also called electronic invoice is an invoice that is exchanged exclusively in a digital way. That is, there is no physical document to scan. An incredible number of vendor invoices are sent in this way, which is why it is also important that the program can handle them.
Reading item lines makes your posting of specific items easier.
Matching item lines with purchases can be an advantage if you want to match the vendor invoice with the purchase order that you have in your system.
Fraud detection can happen in several ways. Most programs ensure that the system does not transfer money to an account that is not under a customer in the system.
Approval flow is good to have if there are several people in your company who need to approve the payment of a vendor invoice before it is actually paid. With optimal invoice approval, it is sent to the correct people before payment is made.
Integrations make everyday life easier. This is also the case with the so-called "scanning" or "invoice handling" systems. The most common integrations are for accounting systems, payment modules, email, and storage platforms like DropBox and Office. Virtually all companies offer integrations to ERP and to various third-party solutions. The larger and more advanced systems on the market can offer you a customized integration to just the system you want.
To choose your preferred vendor invoice scanning system
Before choosing your invoice program, you should think your needs through. Do you need a few important features or should your system be able to do a lot?
Which system matches your particular business also depends on the size of your business.
One system like Account Link is specifically aimed at small businesses with 0-10 employees or accountants. Other systems aimed specifically at accountants and accountants are: ScanOne, Futurelink and EY e-invoice.
SmEs are many of them. Therefore, we also see quite a few systems that match their specific needs. These include: Docubizz, EY e-invoice, Acubiz, Centsoft and Corpay One
For larger companies, there are also several good solutions on the market. Systems like Digiflow and ELO Digital Office are specifically aimed at larger businesses. Digiflow is specifically for invoice handling, while ELO can actually offer several options within HR, course and contracts.
Last but not least, there are also solutions on the market that cater to all kinds of companies regardless of size. For example, invoice file, Invoice box, and Navidoc.
So there are many good suggestions for an optimal solution, no matter what your business looks like and what your needs are. Use our guide to compare them on what's most important to you – whether it's the monthly price or how fast you're working on the system! It's up to you.
Have we captured your interest in voucher scanning? then you can contact us to hear how we can help you.
