Automated invoice processing with Visma.NET

ImageCapture is user-friendly scan-and-recognition software that digitizes the entire process of recognizing, booking, archiving and approving invoices in Visma.NET.

ImageCapture fully integrates with Visma software and uses all master data and booking logic from your administration when processing your purchase invoices. You therefore manage the data exclusively in your Visma.NET accounting system!

Matching & Workflow

Processed invoices are immediately validated when creating entries and creditor or debtor data in Visma.NET. For invoices that provide a 100% match to the orders in Visma.NET, take advantage of the convenient robotic functionality that automatically books invoices. ImageCapture also connects seamlessly to the approval workflow within Visma Approval.

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Importing

Invoices arriving by mail are scanned, invoices arriving by email, e-invoicing or portal are read and ready to be processed in ImageCapture. At this stage, you can assign free fields such as environments, administration and posting date. These fields get their information from your Visma.NET administration.

Using OCR recognition or UBL processing, the invoice is automatically linked to the correct creditor or debtor in Visma.NET, after which invoice data is read based on free form recognition.

Should it become apparent when checking invoices 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 Visma.NET, ImageCapture provides an automatic booking proposal. This supports all administrative fields such as branches, cost centers, cost carriers and transit codes and project codes, which are exportable via the Visma.NET web services.

For invoices that are regularly broken down to multiple posting lines, automated invoice processing with ImageCapture for Invoices offers the advantage of line recognition. This allows a read invoice to be presented directly as a booking proposal with multiple lines and allows general ledger accounts or cost centers to be automatically populated via links to item master files.

Repeating entries

For repetitive invoices coming from certain suppliers that you know in advance need to 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 invoices can be matched directly to open orders and/or receipts in Visma.NET. Here, ImageCapture reads the invoice not only at header level (total amount and order number) but, depending on the invoice layout, the software also reads the invoice lines.

These can be matched to expected purchase prices and booked receipts. Differences of invoiced prices and purchase prices are therefore immediately visible. In case of discrepancies, administrative corrections can be made such as adjusting the expected item price or by booking price differences and subsequent freight or order costs. As desired (depending on the result of matching or coding), the invoice can be released directly for posting in Visma.NET or created as an In Balance record, to be subsequently approved in Visma Approval.

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 order invoices. When these match 100% with the previously placed order in Visma.NET, the invoice can be booked automatically.

UBL invoices can also be processed fully automatically in this way, as can the invoices of creditors you select. For example, when invoices contain monthly recurring charges, or when recognition of these invoices is always 100%.

Booking

After the invoices are coded or matched, the entries or pre-registrations are directly created in Visma.NET with the digital document attached.

If the invoices are related to an order in Visma.NET and fully match, an audit trail with the result of the automatic matching can be added directly to the document.

Approving

Based on the processed invoice data, the coding of the invoice and the result of the automatic matching, the invoice can be handled directly through the workflow processes in Visma Approval.

Depending on the status of the entry, (In balance or released for entry) it is still possible to adjust the coding for cost invoices. After final approval, the entry or payment can be released.