Achieve a paperless office with digital mail room services

Achieving a paperless office can help your business reduce costs and improveScanning Indexing 300x200 Achieve a paperless office with digital mail room services efficiencies.  Many businesses have started the digitisation process, scanning old archives and records,  but still receive large amounts of paper on a daily basis.

A digital mail room can help to make your office completely paperless. Document Scanning Bureaus like Cleardata, offer a complete business process outsourcing service for incoming mail.  Mail can be diverted via a PO Box to a secure scanning bureau and digitised on arrival.

Once digitised, documents can be found quickly and accessed from multiple locations, providing flexible and secure access to your information.

Clever technology is also available to recognise and capture key information from various document types. For example, Cleardata offers ReadSoft software which recognises, captures and extracts information such as invoice number, supplier name, amount and line item details from financial documents and invoices. Once extracted this data can be uploaded via a secure ftp site for you to import directly into your financial systems.  This sort of automated capture can significantly reduce manual processing costs and can also provide  up to date information for your existing systems.  Enabling faster processing and more accurate financial and management reporting information.

This software can help many different types of businesses who regularly receive large amounts of mail.   For example, a claims handling company may have letters for different types of claims, application forms and stages of documentation.   The software can recognise different documents, extract the data and automate the process and routing for the various documents e.g. claims letters can be recognised for different companies and automatically sent to different departments to be handled and processed.

For further information please visit or call 0800 046 8081 and speak to one of our paperless office specialists.


How invoice scanning & capture solutions can reduce business costs

The latest invoice scanning and software capture/processing solutions can help significantly reduce business costs. Capturing and processing information from invoices is a costly overhead often overlooked by UK companies –  on average it can cost up to £20 just to process one invoice.

Most companies spend a significant amount of time and effort manually sorting and processing hundreds or thousands of invoices on a daily basis.  Have you took the time to analyse the number and level of staff involved in processing these documents?  It  varies from business to business, but you can guarantee a large amount of Senior Management involvement for authorisation and issue management.  Just think what this is costing your business.

Invoice scanning, intelligent capture solutions and automated processing software can help reduce processing costs to between 50p – £1, a large saving if your processing thousands of invoices on a daily basis.

So what options and solutions are available?  Invoice scanning and processing bureaus like Cleardata UK Ltd can:-

  • Set up a virtual mail room for your invoices.  Have your invoices scanned on arrival
  • Capture key invoice fields, such as date, amount, invoice number, description and supplier name  using ReadSoft’s intelligent data capture software
  • Upload key data into your own financial systems.
  • A unique online invoicing solution offering a fully managed automated invoice processing solution, incorporating purchase order matching, supplier, procurement and contract management combined with easily accessible financial reporting.

Invoice Data Capture1 1024x464 How invoice scanning & capture solutions can reduce business costs


For further information on how invoice scanning and capture can help your business call 0800 046 8081 or visit