Digitalization of documents
DIGITALIZATION AND ELECTRONIC INVOICE AND RELATED DOCUMENTS MANAGEMENT
Digitalization of documents and electronic approval enables you to create an efficient enterprise system for managing, circulating, sharing, and archiving documents. This service saves you financial resources, which you can then allocate elsewhere more effectively.
BENEFITS OF DIGITALIZATION AND APPROVAL PROCESS
- Savings on financial costs for storage, printing, and frequent copying
- Reduced risk of document damage, loss, or theft
- Automatic routing for approval processes
- Approval from anywhere (including from home)
- Automatic integration of invoices into the accounting system
- 24-hour access for authorized users only
- Prevention of duplicate payments
- Easy searching and simultaneous sharing for multiple users
- Digitalization involves converting corporate documents into electronic form.
Digitalization is now a highly sought-after service that guarantees documents will be easily searchable, accessible only to authorized individuals, never damaged, and maintain readability indefinitely.
If you are considering document digitization, we would be happy to provide you with a demonstration of digitalization, including the option to use an electronic approval system and utilize electronic archives directly for your documents. We will show you options for document security, sharing, and much more.
The time you have spent previously filing documents, searching through archives, scanning or copying, and tracking down borrowed originals can now be devoted to your business activities.
PRICE LIST FOR DOCUMENT DIGITALIZATION
DOCUMENT DIGITIZATION PROCESS
1. RECEIVING DOCUMENTS FROM THE CUSTOMER
We will collect all received documents from you, including attachments (delivery notes, annexes, etc.), process them, and file them in the archive.
2. DIGITALIZATION OF DOKUMENTS - SCANNING AND CONVERSION INTO ELECTRONIC FORMAT
Received documents will be prepared, checked for duplicates, and labeled with a barcode used to separate batches into individual files and identify the scanned document in the system. Subsequently, the documents will be scanned and converted into digital format using software.
Upon completion of scanning, the documents are automatically processed by the Doris program for subsequent recognition and completion of the document conversion into electronic format. In this step, all necessary information such as invoice number, reference number, date, currency, amount, and individual items are extracted from the invoice. This process helps prevent typos and other errors.
Simultaneously, the documents are stored in the Optaris electronic archive.
3. WORKFLOW - MULTI-STAGE APPROVAL SYSTEM
The system automatically records a complete history of document changes. Within the workflow, it precisely logs when the document was uploaded into the system, who and when approved the document, who accounted for it, when it was paid, and when it was transferred to the accounting software. With the workflow, you will have a perfect overview.
Through the workflow approval system, documents are automatically routed for approval to individual approvers. Approval processes take place within a web browser environment, allowing all operations to be conducted within the corporate intranet or even outside the office via internet connection.
Approval workflows can be configured based on cost centers, amount thresholds, order numbers, or a combination of these aspects. Each approver receives an email notification with information about the document ready for approval. Approvers can view the invoice in PDF format within the workflow, add comments or attachments, and then approve or reject the invoice. In case an approver is unavailable, a substitute can be easily designated.
4. DATA TRANSFER INTO ACCOUNTING SOFTWARE
At the end of the approval process, this document can be easily transferred directly into your accounting software. There is no need for manual re-entry. Using a transformation template, approved documents can be automatically moved.
5. OPTARIS ARCHIVAL SYSTEM
Optaris allows for easy and secure storage of your documents. Searching within the archive can be conducted using any web browser or within a corporate intranet environment. Working with the archive is highly convenient and offers a wide range of search options based on various attributes, including full-text search capabilities. Documents can be easily printed or sent electronically. The archival system and user interface support a multilingual environment.
