Automated Invoice Scanning Software

Achieve 95% Data Capture Accuracy with Agentic AI

  • 50% Reduction In Invoice Processing Cost
  • 2X Faster Invoice Processing
  • 40% Productivity Improvement

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IDC Report

HighRadius Named A ‘Leader’ in the IDC MarketScape: Worldwide Embedded Payment Applications 2024–2025.

Key Agents of Automated Invoice Scanning Software

Align Your Invoice Scanning With Business Outcomes

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Cut Invoice Processing
Costs By 50%

Eliminate manual tasks, reduce errors, & accelerate approvals with AI-driven data capture, 3-way matching, & seamless ERP integration.

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Boost Productivity
By 40%

Eliminate manual data entry, automate invoice matching, and streamline approvals with AI-driven workflows and real-time tracking.

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Ensure 100% Policy
Adherence

Enforce compliance by standardizing workflows, automating approvals, and ensuring every invoice aligns with company policies.

How AI-Based Invoice Scanning Software Works

  • Email & Attachments: Auto-captures invoices from AP inboxes without manual effort.
  • Electronic Feeds: Supports real-time EDI, SFTP, and PEPPOL data ingestion.
  • Scanned Documents: Processes PDFs and image files—no pre-cleaning required.
  • PDFs, Images & Structured Files: Reads from any layout—PDF, XML, flat files, and more.
  • No Templates Required: Extracts fields without fixed formatting or pre-defined zones.
  • Dynamic Layout Detection: Recognizes fields even when document design varies.
  • PO vs. Non-PO Detection: Instantly classifies invoice types using AI-based rules.
  • Workflow Routing: Sends each invoice to its correct review and approval path.
  • Global Layouts & Languages: Works across regions and languages out of the box.
  • PDF Splitting: Automatically separates invoices bundled in a single file.
  • Page Merging: Joins related pages into a unified invoice record.
  • High-Volume Readiness: Built for complex, enterprise-grade invoice documents.
  • Correction-Based Learning: Learns from user overrides to refine extraction logic.
  • Field-Level Accuracy Boosts: Reduces need for manual validation over time.
  • Fewer Exceptions: Increases straight-through processing by minimizing errors.

Tailor-Made Invoice Management For Every Finance Leader

From managers to CFOs, HighRadius helps the entire AP team to achieve their targets.

Leave The Manual, Repetitive Work To Us

HighRadius empowers your team with Agentic AI to eliminate repetitive tasks, auto-resolve exceptions, and fast-track invoice processing—so you can focus on what really matters.

  • 90% Touchless Invoice Processing
  • 3X Faster Exception Resolution
  • 2X Lower Invoice Processing Cycle Time

Turn AP Into A Cash Flow Driver

HighRadius transforms AP from a cost center into a strategic lever with real-time data, discount capture, and complete control over working capital.

  • Real-Time Cash Flow Visibility
  • Capture More Early Payment Discounts
  • 100% Policy Adherence

Modernize AP Without Disrupting Your ERP

HighRadius offers ERP-native, API-first integration with minimal IT lift—so you can modernize AP workflows without disrupting your core systems.

  • Real-Time, Two-Way ERP Integration
  • Minimal IT Dependance & Scalable Architecture
  • Secure, Compliant, and IT-Friendly Deployment

Must-Have Resources For AP Automation Success

11 Global Payment Formats

The Key to AP Automation : A Forrester Prediction

Your AP process may look fine—but you can easily automate 90% of it. Get actionable insights to choose the right automation solution for your needs.

Download Whitepaper
Maximize Revenue: Step-By-Step Guide to Implementing an Automated Billing System

AP Vendor
Evaluation Template

Ready-to-use scorecard that highlights both key and overlooked features, enabling you to effectively compare AP solutions and select the optimal fit for your business.

Download Template
The Ultimate Guide to Adopting B2B Payment Processing Solutions in 2024

Ultimate Buyer’s Guide
for AP Automation

Spot hidden AP inefficiencies, choose tools with 90%+ automation, and cut processing costs by up to 50%.

Download Guide

The Value of Automated Invoice Scanning Software

90% Line Item Capture Rate
90% PO Invoices Automatched
60% Non-PO Invoices Auto-Coded
2X Invoice Processing Cycle Time

Our Invoice Scanning Software Integrates With 50+ ERPs & Systems

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What Is Automated Invoice Scanning and Data Capture?

Automated invoice scanning and data capture refer to the process of extracting data from invoices using advanced technologies like Optical Character Recognition (OCR) and AI. This eliminates the need for manual data entry, ensuring faster and more accurate invoice processing.

Invoice scanning software collects invoice data from various sources, such as emails, PDFs, supplier portals, and physical documents. The software extracts critical details like vendor names, invoice numbers, amounts, and dates. The extracted data is validated and integrated into accounts payable (AP) workflows, enabling smooth invoice-to-payment processes.

With automated invoice capture software, businesses can significantly reduce the time and resources spent on manual processing while improving accuracy and compliance.

Automated credit scoring

Beyond OCR: How Agentic AI Is Reinventing Invoice Scanning and Data Capture

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Understands Every Invoice Format

Agentic AI uses LLMs to read and classify invoices—even from highly unstructured formats like scanned PDFs or image-based attachments. It distinguishes invoices from supporting documents and identifies whether they are PO-based or Non-PO, with minimal configuration or template reliance.

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Line-Level Precision with Context

Unlike legacy OCR, Agentic AI extracts both header and line-item data (SKUs, quantities, unit prices, taxes) with contextual understanding. It doesn’t just detect text—it interprets layout, fields, and business logic to ensure data accuracy from the start.

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Built-In Validations and Totals Check

Every captured invoice undergoes automated mathematical validation—ensuring subtotals, taxes, and totals align. The agent also checks supplier information against master data (e.g., vendor name, TIN, ship-from address) before passing it downstream.

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Continuous Learning from Every Correction

When users adjust captured data, the system doesn’t just log it—it learns from it. Agentic AI refines its models based on real user behavior, driving higher accuracy over time and reducing repetitive corrections across future invoices.

Value Creation

From Manual to Autonomous—Real Bottom-Line Impact in 6 Months

With HighRadius' Agentic AI-powered AP automation software, invoice processing cycle time is 2X faster, and overall productivity improves by 40%.

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FAQs On Invoice Scanning & Data Capture

What is invoice scanning?

Invoice scanning is the process of converting physical or digital invoices into a digital format. This involves capturing and extracting key data from invoices, such as invoice numbers, dates, vendor information, line items, and total amounts. This data can then be used for further processing within the accounts payable workflow.

What are the benefits of invoice scanning?

Invoice scanning offers numerous advantages that can significantly improve the efficiency and accuracy of AP processes. These benefits include:

  • Streamlined Workflow: By automating data capture, invoice scanning eliminates the need for manual data entry, streamlining invoice processing.
  • Enhanced Accuracy: Automating data extraction minimizes human error, reducing the risk of inaccurate data entry, miscalculations, and the potential for costly mistakes.
  • Increased Efficiency: Automating data capture frees up valuable time for AP staff, allowing them to focus on more strategic tasks such as vendor relationship management, financial analysis, and process improvement.
  • Improved Cash Flow: By accelerating invoice processing, automated invoice scanning can help businesses take advantage of early payment discounts, improve cash flow, and strengthen vendor relationships.
  • Secure, Compliant & AI-Driven Invoice Processing: Capture invoices with 100% accuracy, automate validation and approvals, and sync seamlessly with ERPs. Gain real-time insights while ensuring data security and regulatory compliance..
  • Reduced Storage Costs: Eliminates the need for physical storage space for paper invoices, saving valuable office space and reducing storage costs.

How can you capture information from an invoice?

There are several methods for capturing information from an invoice:

  • Manual Data Entry: This traditional method involves manually entering invoice data into an accounting system. However, it is time-consuming, prone to errors, and can be a significant bottleneck in the AP process.
  • Optical Character Recognition (OCR): OCR technology uses software to convert scanned images of invoices into editable text. This method improves accuracy compared to manual entry but still requires some manual intervention to correct errors.
  • Invoice Capture Software: Invoice capture software utilizes advanced technologies like OCR, AI, and machine learning to automatically capture invoice data. This is the most efficient and accurate method, as it can automatically extract and interpret data from various invoice formats, including PDFs, emails, and scanned documents.

What is invoice scanning software?

Invoice scanning software is a specialized type of invoice capture software that automates the process of capturing and extracting data from invoices. It leverages advanced technologies such as Optical Character Recognition (OCR), Artificial Intelligence (AI), and Machine Learning to accurately extract key data points from invoices, including invoice numbers, vendor information, dates, line items, and total amounts. 

This extracted data is then seamlessly integrated into your ERP system, streamlining the entire invoice processing workflow.

How much time can you save with automated invoice scanning and data capture software?

Automated invoice scanning and data capture software can significantly reduce the time spent on invoice processing. Studies have shown that businesses can typically reduce their invoice processing time by 50% or more by implementing such solutions. This translates to significant time savings for AP staff, allowing them to focus on more strategic tasks and improve overall operational efficiency.

What types of invoices can be captured with invoice scanning software?

Invoice scanning software can effectively capture a wide range of invoice types, including:

  • Standard invoices: Invoices received from suppliers in various formats, such as PDFs, emails, and scanned documents.
  • Complex invoices: Invoices with multiple line items, discounts, taxes, and other complex details.
  • International invoices: Invoices issued in different currencies and languages.
  • E-invoices: Electronic invoices received through EDI (Electronic Data Interchange) or other electronic channels.

What are the steps to implement invoice scanning software?

Implementing invoice scanning software typically involves the following steps:

  1. Assess Current Processes: Analyze existing manual invoice processing procedures to identify pain points, bottlenecks, and areas for improvement.
  2. Select and Implement Software: Choose a suitable invoice scanning software solution that meets your specific business needs, budget, and integrates seamlessly with your existing systems.
  3. Train Employees: Train AP staff on how to use the software effectively, including how to handle exceptions and resolve any issues that may arise.
  4. Test and Refine: Thoroughly test the system, identify any issues, and refine processes as needed.
  5. Monitor and Optimize: Continuously monitor system performance, identify areas for improvement, and optimize processes over time to maximize efficiency and accuracy.

What are the key things to consider when choosing invoice scanning software?

When selecting invoice scanning software, consider these key factors:

  • Data Capture Accuracy: Evaluate the software’s accuracy in extracting data from various invoice formats and handling complex layouts.
  • OCR Accuracy: Assess the accuracy of the OCR engine in extracting data from scanned documents, especially for handwritten or low-quality images.
  • Integration Capabilities: Ensure seamless integration with your existing ERP system and other financial applications to streamline data flow and minimize manual intervention.
  • Scalability and Flexibility: Choose a solution that can scale with your business growth and adapt to changing requirements, such as increasing invoice volumes or changes in vendor relationships.
  • Vendor Support: Select a vendor with excellent customer support and comprehensive training to ensure successful implementation and ongoing support.
  • Security and Compliance: Ensure the software complies with relevant data security and privacy regulations.

What is the impact of invoice scanning and data capture software on enterprise businesses?

Invoice scanning and data capture software can have a significant impact on enterprise businesses by:

  • Improving Efficiency and Productivity: Automating data capture frees up valuable time for AP staff, allowing them to focus on more strategic tasks such as vendor relationship management, financial analysis, and process improvement.
  • Enhancing Accuracy and Reducing Errors: Minimizes human error, reduces the risk of data entry errors, and improves the overall accuracy of the AP process.
  • Improving Cash Flow: Accelerates invoice processing, enabling businesses to take advantage of early payment discounts and improve cash flow.
  • Reducing Costs: Reduces labor costs associated with manual data entry and processing.
  • Enhancing Compliance: Facilitates easier auditing and compliance with regulatory requirements.
  • Gaining a Competitive Advantage: Streamlines AP processes, improves operational efficiency and provides a competitive edge in the market by enabling faster and more accurate financial decision-making

Accounts Receivable Solutions

Accounts Receivable | Automated Debt Collection | Cash Application Management | EIPP | Credit Risk Management | Automated Credit Scoring | Deduction Management | Electronic Invoicing | Order to Cash Solutions

Accounts Payable Solutions

AP Automation | Invoice Processing | Invoice Scanning & Capture | Invoice Coding | Invoice Approval | Invoice Matching | Invoice Management | Supplier Management | Supplier Onboarding | Dynamic Discounting

Financial Reconciliation & Close Solutions

Account Reconciliation | Financial Close | Bank Reconciliation | Balance Sheet Reconciliation | Payment Reconciliation | Transaction Matching | SOX Software | General Ledger Reconciliation | Journal Entry | Variance Analysis| Financial Consolidation | Financial Reporting

Treasury & Cash Management Solutions

Treasury Management | Cash Flow Forecasting | Cash Management | Cash Flow Management | Revenue Recognition | Liquidity Management

Resources

What Is Accounts Payable | Accounts Payable Process | Accounts Payable Reports | Accounts Payable Reconciliation | Managing Accounts Payable | Accounts Payable Audit | Accounts Payable Goals | Accounts Payable Internal Controls | Accounts Payable Department | Accounts Payable Automation ROI | Accounts Payable Workflow | Benefits Of AP Automation | What Is Invoice Processing | Three Way Invoice Matching | What Is Dynamic Discounting | Accounts Payable Vs Accounts Receivable | Accounts Payable Forecasting | Accounts Payable Metrics | AI In Accounts Payable | AP Automation ERP Integration

Ebooks, Templates, Whitepapers & Case Studies

AP Buyers Guide | AI in Accounts Payable Use Cases | AP Vendor Evaluation Template | AP Forrester Prediction | AP Automation Datasheet