How to improve PDF Invoices Processing

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Vendor invoices enter the organization on a daily basis through multiple channels including fax, email, mail, and others.

Accounting personnel are responsible for making sure the invoice matches both the product or service received and their company’s purchase order. The accounts payable specialists  work on manually confirming order quantities, product costs, tax amounts, and more. There are  methods for empowering employees to perform this more effectively and reduce inefficiencies in any internal process. If an employee inadvertently duplicates invoices or fails to pay attention to what a purchase order states, the organization will experience financial loss.

Accounts payable invoices are often dealt with manually, through the following steps:

  • Open the mail, sort the vendor invoices based on company requirements, and distribute. • Attempt to process the invoice in the company’s business system.
  • If material has been received, the company can continue the process, checking the quantities, costs, freight, tax, and any other charges the vendor may have included.
  • If material has not been received, the payables employee places the invoice on the bottom of their stack and repeats the process until the material comes in.
  • If the correct materials are received, the company processes the payable in their business system.


Many leading organizations make it a practice to continually review internal business processes to ensure they are operating at peak efficiency. Naturally, the focus is often on revenue generating areas but organizations are increasingly seeking opportunities to streamline administrative functions by keeping pace with industry advancements and technology.

Invoice processing within the accounts payable department provides extensive opportunity for improved efficiency and automation.

If the materials received do not match the original order, the payables employee will have to clear the record from the business system, document the issue, and contact the buyer or salesperson for resolution. In this case, the invoice may be reviewed multiple times before the resolution is obtained.

  • Once the invoice is processed, the paper document is filed on-site for some period of time (hopefully in the right place so it can be retrieved later if needed) and eventually archived to off-site storage.

Companies looking to streamline their accounts payable process adopt  automated invoice processing solutions that leverage OCR (optical character recognition) and bordered and borderless table detection.

Companies struggle between electronic data interchange and direct data acquisition from pdf invoices. Typically the process of acquiring data from invoices always suffers from some level of imprecision and causes personnel to go back on the invoice and check if data were extracted correctly.

Tabex offers company engaging in this process several opportunities to improve the efficiency of the data capture from PDF invoices. With its on board OCR capable of recognizing tilt and rotated papers, Tabex features a powerful table detection algorithm that identifies and extracts data from pdf invoices and other similar document.

Additionally Tabex offer the possibility to process multiple pdf  invoices from its multiple file upload functionality as well as its API for Batch processing.

Companies can leverage Tabex ability to convert PDF to XML if they want to use the data extracted from pdf invoices in other automation processes. Likewise Tabex can also export the invoice data to excel or CSV.

This post is also available in: Italian, Spanish

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  • RafaelMa

    The main responsibility of the accounts payable department is to ensure all outstanding invoices from its suppliers are approved, processed, and paid. Processing an invoice includes recording important data from the invoice and feeding it into the company’s financial or bookkeeping systems. After the feed is accomplished, the invoices must go through the company’s business process to be paid.

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