Automated invoice processing with ConstruSteel

ImageCapture for Invoices is user-friendly scan and recognize software for automated invoice processing with ConstruSteel ERP, the ERP system for construction and steel construction in the Netherlands.

The ImageCapture software fully integrates with the ERP application and uses all the master data and booking logic from your administration when processing your invoices. ImageCapture also matches the purchase invoices with the proforma in ConstruSteel. So you manage your data exclusively in ConstruSteel.

Workflow

Processed invoices are immediately validated and when approval is applied, blocked bookings are created in ConstruSteel. The digital document is directly retrievable from the booking. In this way, ImageCapture automates the entire booking process of your invoices, from entry to payment!

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Importing

Invoices arriving by mail are scanned, invoices arriving by email or e-invoicing are read 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 directly from your ConstruSteel administration, eliminating the need for periodic synchronization of master tables.

Using OCR recognition or UBL processing, the invoice is automatically linked to the correct creditor in ConstruSteel, after which 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 they can be 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 ConstruSteel, ImageCapture provides an automatic booking proposal for checking and further coding of the invoice. Here, all administrative fields such as items, general ledger accounts, cost centers, cost carriers and project codes are supported.

For invoices that are regularly broken down into multiple posting lines, automated invoice processing with 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 lines of coding.

REPEATING ENTRIES

For repetitive invoices originating from certain suppliers that you know in advance must 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

In addition to encoding cost invoices, purchase order related invoices can be matched directly to proformas in ConstruSteel. ImageCapture reads the invoice not only at header level, where read invoice amounts are matched to the total value of the proforma, but depending on the invoice layout, also the invoice lines.

These are read on item numbers, quantities, descriptions, gross and net prices, among others. On this basis, when matching proformas in ConstruSteel, differences in invoiced quantities and purchase prices are immediately visible at line level.

Robotic accounting

It is possible to have invoices fully automated 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-related invoices. When these match 100% with the proforma in ConstruSteel, the invoice can be booked automatically.

Also UBL invoices can be processed fully automatically this way, just like the invoices of your selected creditors. For example, when invoices contain monthly recurring costs, or when recognition of these invoices is always 100%.

In case of discrepancies, administrative corrections can be made such as changing the expected purchase prices or booking price differences and freight costs. For large discrepancies, the entry is created as a blocked item in ConstruSteel pending receipt and processing of a credit note.

Approving

ImageCapture also connects seamlessly to the approval process using workflow functionality in ConstruSteel! The accounts payable department has insight into the status of approval at any time, invoices no longer need to be physically distributed and booked costs are immediately visible on your statements.

The invoice is not released for payment advice until all budget holders have approved the invoice.