Are you fed up with reviewing invoices by hand and comparing them to purchase orders (POs)? Do you have to cope with unavoidable blunders? Manually handling bills takes a lot of time. It is also prone to mistakes that could cost your business.
These time-consuming procedures are automated using invoice scanning software. It improves your team’s productivity and workflow. ProcureDesk is a standout option that makes invoice scanning well-organized. It matches invoices with POs instantly. Plus, it integrates with accounting software like QuickBooks and Xero for a seamless experience.
Let’s explore how invoice scanning works, find the best accessible invoice scanning software options, and advise you on selecting the best one.
TL;DR
| Tool | Key Features | Standout Feature | Best For |
| ProcureDesk | Automated invoice matching, Two-way accounting integration, Real-time tracking | Slack notifications & Spend analytics | Small to medium-sized businesses needing comprehensive automation with real-time insights |
| Procurify | Automated scanning, Workflow automation, Budget management | Intuitive interface | Teams focusing on budget control and spending visibility |
| Precoro | OCR technology, PO reconciliation, Supplier management | OCR technology | Businesses needing integrated procurement solutions |
| ProcurementExpress | Quick digitization, Expense tracking, Accounting integration | Simple, streamlined interface | Small to medium-sized businesses |
| Tipalti | Invoice scanning, End-to-end AP automation | Complete accounts payable automation | Large organizations requiring comprehensive AP solutions |
What Is Invoice Scanning Software and Why Is It Important?
Invoice scanning software automates data extraction, invoice matching, and digital storage to simplify invoice management. It replaces manual tasks with a well-run, tech-powered approach.
Key Features
Data Extraction
The best invoice scanning software uses Optical Character Recognition (OCR) to pull details from scanned documents. These include invoice numbers, amounts, and vendor names.
Matching Invoices with POs
These software solutions can automatically align invoices with purchase orders. This makes the entire invoice scanning process accurate.
Centralized Digital Storage
Since invoice scanning software stores invoices electronically, you can retrieve them easily.
Why It Matters
If your businesses are processing hundreds or thousands of invoices, the following benefits can result in great cost savings and smoother operations:
- Decreases the hours spent manually handling invoices
- Reduces mistakes caused by human error
- Speeds up approvals and ensures accurate financial records
How Does the Invoice Scanning Process Work?
Invoice scanning software works through a systematic process. Here’s how it digitizes and automates invoice management:
- Physical invoices are scanned to create digital images.
- These images are converted into readable formats like PDF (Portable Document Format) or TIFF (Tagged Image File Format).
- OCR technology reads and extracts vendor names, invoice numbers, amounts, and other essential details.
- Digitized invoices are stored in a centralized location for easy retrieval, collaboration, and audits.
- The software automatically matches invoices with POs. Then, it routes them for approval.
- Integrating with tools like QuickBooks leads to a smooth transition between scanning and accounting tasks.
This process removes the need for manual intervention. The result is faster and more reliable invoice management.
Best Invoice Scanning Software Tools in 2025
Here’s a closer look at the best invoice-scanning software options available this year.
1. ProcureDesk
ProcureDesk leads the pack with its all-inclusive features designed to simplify and automate invoice management.
1. Automated Invoice Matching
Manual invoice matching can be tedious and error-prone. Imagine processing 200 invoices a week manually! But with ProcureDesk, those hours spent verifying data manually could be reduced to mere minutes. Through automation, the best invoice scanning software instantly matches invoices with POs.
So, no more flipping through piles of paperwork. Plus, you don’t need to manually enter data into spreadsheets. This feature ensures accuracy. It also cuts down on time spent on repetitive tasks.
2. Two-Way Integration
Struggling to sync invoice data with your accounting software? This happens without integration. Teams waste time manually transferring data between tools. It also increases the risk of errors.
ProcureDesk solves this! It automates data flow, so your invoices and accounting always align. It smoothly integrates with popular platforms like QuickBooks and Xero. This keeps all your financial records consistent and up to date.
3. Real-Time Order Tracking
Ever lost track of an invoice’s status or had to chase down approvals? A missed approval can delay payment and impact vendor relationships. But with ProcureDesk, you can spot bottlenecks early and keep processes on track.
ProcureDesk offers a centralized dashboard. So, you get complete visibility into your invoice processing. From submission to payment, you’ll always know where each invoice stands.
4. Automated Importing
Manual importing isn’t just time-consuming. You might also overlook an invoice. Or, you might accidentally duplicate entries. ProcureDesk handles this effortlessly. This leaves no room for human error.
Instead of manually uploading invoices into your system, ProcureDesk pulls them directly from your accounting software. This way, there’s no need for manual uploads. It also ensures a smoother workflow.
5. Slack Notifications
Suppose you’re waiting for a manager to approve a crucial invoice. Instead of refreshing your email inbox, a Slack ping notifies you of the approval instantly. That’s possible with ProcureDesk! It integrates with Slack to send instant notifications for approvals and updates. This keeps your team in the loop. Therefore, there are no delays caused by missed emails.
6. Spend Analytics
Do you know where your money is going in real-time? Without real-time data, overspending can go unnoticed until it’s too late. ProcureDesk gives you the visibility needed to stay proactive
ProcureDesk has a spend analytics feature. It gives you detailed insights into your spending patterns. This way, your business can stay within budget and make informed decisions about expenses.
Why ProcureDesk Stands Out
Saves Time and Effort
Automating invoice matching and importing them helps ProcureDesk save businesses an average of 10+ hours per week. That’s time you can redirect toward improving vendor relationships, optimizing budgets, or other more strategic tasks.
Ease of Implementation
Not a tech expert? No problem. ProcureDesk offers a fully managed setup. So, you can get started and running without technical headaches.
Customizable Workflows
Every business is unique. And ProcureDesk gets that. It provides personalized templates and workflows. Consequently, the tool adapts to your specific business needs, whether you need unique approval chains or custom reports.
2. Procurify
Procurify is known for its intuitive interface and robust features that simplify invoice management.
Key Features
- Streamlines workflows by automating invoice scanning and approval processes
- Offers insights into spending patterns to improve budget management
- Keeps teams updated on spending limits, preventing overspending
3. Precoro
Precoro combines cutting-edge OCR technology with procurement management tools, making it a comprehensive solution.
Key Features
- Extracts data accurately from invoices, ensuring faster processing
- Automatically reconciles invoices with purchase orders, reducing discrepancies
- Helps manage suppliers and inventory alongside invoice scanning
4. ProcurementExpress
Simple yet effective, ProcurementExpress is a great choice for small and medium-sized businesses.
Key Features
- Quickly digitizes and processes invoices, minimizing manual work
- Provides tools to track expenses and ensure they align with budgets
- Works seamlessly with platforms like QuickBooks and Xero
5. Tipalti
Tipalti is a robust solution that combines invoice scanning with end-to-end accounts payable automation.
Key Features
- Processes cross-border payments with ease, making it ideal for international businesses
- Ensures high accuracy in reading and extracting invoice details
- Automates everything from invoice scanning to supplier payments
How to Pick the Best Invoice Scanning Software?
There are many invoice scanning solutions available in the market. So, selecting the best invoice scanning software can feel difficult and confusing. Here are some tips to help you make the right choice:
1. Integration with Existing Tools
Look for software that integrates easily with your current accounting, procurement, or ERP (Enterprise Resource Planning) systems. This leads to a smoother workflow and decreases disruption to the least.
2. Automation Features
Prefer an invoice-scanning solution that comes with powerful automation capabilities. These include invoice matching, approval workflows, and spend analytics.
3. Reporting and Analytics
Choose tools that provide real-time insights into spending, budget tracking, and overall financial health.
4. Ease of Use
Opt for invoice scanning software with an intuitive interface and minimal learning curve. This way, your team is likely to adopt it quickly.
5. Customer Support
Go for strong customer support and setup assistance. It can make a significant difference during implementation and ongoing use.
Conclusion
Your businesses, if aiming to increase productivity, decrease errors, and save time, must invest in the best invoice scanning software. You can concentrate on higher-value tasks by automating manual ones. It can also improve your financial processes.
ProcureDesk is one of the best invoice-scanning software available in the market. After all, it has a user-friendly design, smooth integration, and sophisticated automation. It can make your invoice administration procedures the most effective, regardless of the size of your company.
Consider your needs. Examine the features. Start down the path to a future with greater efficiency. Using the best invoice scanning software like ProcureDesk will make managing invoices less of a headache, as the invoice scanning process will be executed flawlessly. Book a demo with ProcureDesk right away!
