Accounting Document Scanning and Indexing

Yes, and by whatever else your team searches on. Typical accounting index sets combine vendor or customer name, invoice or PO number, check number, amount, and fiscal period. You choose the fields; we do not impose a template. Index data is delivered as an Excel or comma-delimited file so it loads into your accounting or ERP platform.

On top of the index, OCR makes the full text of each page searchable, which catches the times someone wrote a job name on an invoice that never made it into a field. Every batch is quality checked against the index before it ships. Ask for a pilot batch and confirm the fields work before the full project runs.

Generally yes, provided the images are complete, legible, and produced under a documented process, which is exactly how we run a job. Files come back as open standard PDF and TIF, not a proprietary format that ties the record to one vendor's software, and the chain of custody from pickup to delivery is recorded.

Your own retention policy and your auditor's rules govern the final answer, so confirm with them before destroying originals. If the paper is going away afterward, we shred it in-house and issue a Certificate of Destruction naming the date and what was destroyed, which is the document your auditor will actually ask to see.

Two ways, and most finance teams use both. The files are delivered to you on the media or drive location you specify, in formats your computers already open, so nothing needs to be installed and no license renews each year. That last point is our main difference from other imaging vendors in the area.

Scanning clients also get a web-based login portal for browser access to their documents, which helps when a controller is at one office and the records were scanned for another. There is no long-term contract on scanning, so you can run a single fiscal year as a test and decide about the rest of the archive later.