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I work for a restaurant group that isn’t so savvy with tech. They are interested in digitizing their invoice and receipt process. Right now, it is all over the place. A handful of different people receive different invoices and bills from different vendors. A lot of things are set to autopay and forgotten about (lots of services were forgotten about and not canceled) and there are filing cabinets worth of documents everywhere.

We have large copiers, but our invoices and receipts come in all sorts of sizes and delivery methods (in person, via mail, via email, left in a box).

I’m familiar with some of the receipt/invoice scanners, but are there any recommendations out there on handling billing? I’m not sure how far OCR has come since the last time I looked, but any integrated options?

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If they use QuickBooks or something similar for their accounting, it includes capability to scan or image receipts and invoices directly into the software and process appropriately.

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I would start with improving your invoice collection methods.

Change from (in person, via mail, via email, left in a box). Anytime an invoice comes in, scan it to PDF (or other) and put that scanned file into a computer storage location for future processing, and put the original into archive storage. That way when it comes to invoice processing time, all of your invoices are in one location (the computer storage location). Forget about trying to do OCR on each invoice, this will take forever if your invoices come in all sorts of sizes and layouts.

Also go through your automatic payments every month, and check that the service being paid for is actually being used.

This should clean it up quite a bit.

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