Automated invoice processing with Real Estate

ImageCapture for Invoices is user friendly scanning and recognition software for the automated processing and archiving of purchase invoices in Real Estate. Spacewell’s Facility Management software enables the automation of FM processes based on best practices to optimize the work of facility managers, cleaning staff and technicians.

Direct integration

ImageCapture integrates fully with the Spacewell software and when processing your invoices, makes use of all master data and accounting protocols used in your system without any need for periodic synchronisation. In this way you exclusively use Real Estate to manage your data.

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Scanning

Purchase invoices coming in by mail are scanned, invoices coming in by email, e-invoicing or portal are imported and ready to be processed in ImageCapture. At this stage, you can assign free fields such as accounting codes and posting date. These fields get their information from your Spacewell Real Estate records.

Using OCR recognition or UBL processing, the invoice is automatically linked to the correct creditor in Spacewell Real Estate, then the invoice data is read based on free form recognition. One of the advantages of automated invoice processing with ImageCapture for Invoices is that there is no need to create templates in advance before invoices are recognized.

If, when checking invoices, it becomes apparent that certain invoice data are not being read sufficiently, a one-time operation is sufficient to further optimize recognition.

Coding

Using all available master data and booking logic from Spacewell Real Estate, ImageCapture provides an automatic booking proposal, for verification and further coding of the invoice. This fully supports administrative fields such as purchase contracts, work orders, descriptions, cost centers, budget codes, periods and VAT codes.

For invoices that are regularly broken down to multiple posting lines, ImageCapture for Invoices offers the great advantage of line recognition. This allows a read invoice to be presented directly as a booking proposal with multiple booking lines.

If it is important for digital approval of invoices that not only the received invoice is presented, but also previously scanned packing slips, timesheets or other performance documents, these can be added directly to the invoice in the booking phase.

Repeating Entries

For repetitive invoices coming from certain suppliers that you know in advance should be itemized in a certain way, ImageCapture is able to remember these mutations. This eliminates the need for you to perform these operations manually the next time an identical invoice arrives from that supplier. The more often you use this functionality, the smarter you make the software.

Matching

When the invoice mentions a purchase contract or work order, it is possible to select the corresponding contract or purchase order from Spacewell Real Estate, directly within ImageCapture.

Expected costs from the order or contract can then be matched directly to invoiced costs, whereby differences are made visible immediately and can be reflected in a reason for rejection, which can be included from ImageCapture per invoice to Spacewell Real Estate.

Robotic accounting

It is possible to process invoices fully automatically in ImageCapture, without human interaction. This can be done using robotic accounting functionality. This functionality can be set up per creditor or administration and used, for example, for purchase order invoices. When these match 100% with the purchase order from Spacewell Real Estate, the invoice can be processed automatically.

UBL invoices can also be processed fully automatically in this way, as can the invoices of creditors you have selected. For example, when the recognition of these invoices is always 100%.

Entry

After the invoices have been checked and enriched in ImageCapture, they can be read directly into Spacewell Real Estate as an invoice registration with linked document.

The invoices are then digitally retrievable from Spacewell Real Estate. Within Spacewell Real Estate, the invoices can then also be digitally approved.