Procurement and contract management
Manage your entire procurement process with one solution, from requisition to payment – streamline every step of the procurement process. This ensures better control over spending, faster processing and accurate reconciliation with suppliers.
From inquiry to payment,
error-free, fast and efficient
Procurement management doesn’t have to be complicated. Our software, ImageCapture, automates everything from requisitions and contract management to processing invoices and payments.
No more hassle with manual tasks or separate systems – everything works together smoothly. You keep a grip on budgets, price agreements and delivery dates, while the system provides a clear workflow and up-to-date insights. So you make your procurement process smarter and easier.
Complete clarity on expected costs
With ImageCapture, you always know exactly where you stand. The system provides real-time insight into all outstanding costs, current liabilities and future expenses. This allows you to make faster decisions and avoid unwanted surprises.
Direct control of budgets and contracts
Keep budgets, contracts and price agreements per supplier centralized in one user-friendly system. From monitoring expenses to adhering to agreements – you always have a clear overview and grip on your procurement process.
Seamless integration with core application
ImageCapture integrates perfectly with your existing systems, automatically processing and sharing data. This integration ensures a smooth process, fewer manual steps and more time for strategic tasks.
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Smarter, faster and easier
ImageCapture enables you to get the most out of your procurement process and contract management, with smart automation and streamlined workflows.
Integrations & real-time insight
Keep real-time track of requests, approvals, orders and delivery times in one central dashboard.
Manage all your contracts centrally, with links to orders and invoices for complete visibility into appointments and costs.
Tools for effortless procurement management
Smart processing and control
Invoices are automatically matched with orders and receipts. Deviations are easily processed in the workflow.
Store all documents centrally and search them directly through the software or your ERP system.
Schedule a no-obligation demo and get to know Scan Sys
Experience how automated invoice processing makes your finance administration more efficient.
Integrate with all financial and ERP systems
Scan Sys facilitates seamless integration with specialized solutions from the market. This allows all the software you use on a daily basis to be effortlessly connected.
Customer experience
Cyclus realizes 30% time savings in invoice and procurement management
“With the new solution, we have gained 30% additional efficiency since 2019.”
– Thon Verbakel, Manager of Finance / Controller at Cyclus
Frequently Asked Questions
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What are the benefits of automating purchasing management and contract management?
Automating your procurement and contract management provides significant benefits to your organization. By eliminating manual processes, you can not only save a lot of time, but also minimize the risk of human error. It gives you real-time visibility into your expenses, outstanding commitments and future costs, so you always stay in control.
You can make faster and more informed decisions, avoid unwanted surprises, and have a much better grip on your contracts, pricing agreements and suppliers. Automation also makes your processes run more smoothly, which increases your organization’s overall efficiency and gives employees room to focus on more strategic tasks.
How does ImageCapture help streamline my procurement and contract management process?
ImageCapture offers an all-in-one procurement and contract management solution that allows you to automate the entire process from requisition to payment. By integrating with your existing systems, such as ERP and P2P software, you eliminate the need for manual data entry and can process, approve and book purchase invoices automatically.
The system provides full visibility of your budgets, contracts and pricing agreements, so you are always up-to-date on your expenses. This not only saves time, but also ensures higher accuracy and faster processing of your procurement processes. ImageCapture makes it easy to digitize the process and streamlines workflow, allowing your teams to respond faster to requisitions and approvals.
How does ImageCapture integrate with my P2P system and ERP system?
ImageCapture integrates seamlessly with your existing P2P system and ERP software, ensuring a streamlined process from purchase to payment. The system automatically uses all data from your records and ensures that orders, receipts and invoices are matched.
This minimizes manual entry, prevents duplicate entries and ensures that you always have the most up-to-date data. The integration also enables a real-time process, meaning that data is processed and updated instantly without any delay, so you always have visibility and control over your procurement and financial records.
What is the benefit of digital contract registration and how does it help with contract agreements?
Digital contract registration within ImageCapture offers the advantage of storing all contracts and agreements with suppliers in one central location. This means you can quickly and easily access contract data such as price agreements, delivery terms and other important details.
By recording contract agreements in advance, you can prevent misunderstandings or non-compliance. Moreover, it becomes easy to monitor contracts, so you always know when a contract needs to be renewed or evaluated. This automated and transparent approach helps to strengthen your negotiating position and makes compliance with agreements much easier.
How can I use ImageCapture to monitor budgets and avoid overruns?
ImageCapture allows you to monitor your budgets in real time, giving you complete control over your spending. The system alerts you immediately when a request or order falls outside the set budget, so you can take quick action. You can also set budgets by department, employee or project, making it clear who is responsible for which costs.
This not only helps monitor your financial goals, but also prevents your budgets from being exceeded. This allows you to tightly control all expenses and ensure compliance with established financial frameworks.
What happens when discrepancies are found in matching purchase invoices, orders and receipts?
When there are discrepancies between a purchase invoice, order and receipt, they are automatically flagged by ImageCapture. Discrepancies can include price differences, incorrectly billed quantities or incorrect delivery dates. The system makes it possible to adjust these discrepancies immediately or add additional charges, such as transportation costs.
If the discrepancy is too large, the invoice is blocked from payment until the issue is resolved, which helps prevent any errors and ensures proper processing of all invoices.
How does the digital approval and approval process work in ImageCapture?
The digital approval process in ImageCapture enables invoices to be approved efficiently and quickly. Once an invoice is read and matched with orders or receipts, it is automatically linked to the appropriate approver(s). The approver receives a notification with a link to the invoice to be reviewed and can approve or reject it through a user-friendly interface.
This process can be fully customized to the organization, with approval dependent on threshold amounts, invoice type or budget responsibility. In addition, approvers can delegate invoices or query colleagues, making the approval process smooth and flexible. The result is a fast, transparent and efficient approval process with full visibility of all approved or rejected invoices.
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