Services
Invoice Archiving & Automation Services
DRC provides invoice scanning and archiving services before and after your ERP. Before approval, we capture paper invoices and their data so they route and get paid faster. After approval, we scan and index processed invoices into a searchable archive linked to your ERP records, so vendor history and backup documentation are always one search away.
Invoice Scanning and Archiving Before and After the ERP
Most AP teams still handle paper at two points: when invoices arrive, and when approved invoices need to be filed and found again. DRC covers both, as separate services or together.
- Documents: vendor invoices, credit notes and supporting backup such as purchase orders and receiving documents.
- Pre-ERP capture: invoice header data captured at intake for routing, approval and posting to your ERP.
- Post-ERP archive: processed invoices scanned, indexed and merged with your ERP transaction data.
- Index fields: vendor name, invoice number, invoice date and amount.
- Access: a secure browser interface with multiple search paths for current and historical invoices.
Pre-ERP Invoice Automation
- Vendors send paper invoices to a designated PO Box.
- DRC scans each invoice and captures its header information.
- Duplicate invoices are removed and vendors are checked against your valid vendor list.
- Captured invoices route electronically for approval, with no physical hand-offs.
- Approved invoice data integrates with your ERP to initiate payment.
What it improves
- Faster approvals, with fewer touches and no physical routing
- Tighter control over approvals, reducing the risk of fraud and abuse
- Visibility of every invoice from receipt to payment
- Better capture of prompt-payment discounts and stronger vendor relationships
- Management metrics, audit trails and fewer vendor calls about payment status
Post-ERP Invoice Scanning and Archiving
- Approved invoices processed in your ERP are batched for daily or weekly pickup.
- DRC scans and indexes each invoice.
- Your ERP sends a data extract with vendor name, invoice number, invoice date and amount, by email or SFTP.
- Scanned invoices are merged with the extract and stored in DRC's secure repository.
- Your team searches recent and historical invoices through a browser, using multiple search paths.
What it improves
- No more lost or misplaced invoices
- Simultaneous access to current and historical invoices
- Faster discrepancy resolution, transaction research, audits and supplier requests
- Lower file-handling and storage costs, with no third-party off-site storage
- No capital, implementation or support costs to get started
Compliance and Security
DRC is certified to CAN/CGSB-72.34-2017, Electronic Records as Documentary Evidence, so the digital records we produce are built to stand up as evidence and to support disposal of the paper originals. Our NAID AAA certification covers secure destruction of paper once you approve it. DRC holds federal security clearance at the Protected B level for document safeguarding, and every box and file is tracked under documented chain of custody from pickup to delivery.
A complete invoice archive linked to each ERP transaction supports audit, tax and dispute requests.
Who It's For
- AP and finance departments in high-volume organizations
- Shared-services centres processing invoices for several business units
- Retailers, distributors and manufacturers with large vendor bases
- Public-sector finance offices that need audit-ready payables records
Want to see what your invoice history can tell you about vendors and spend? Repository Intelligence as a Service turns existing repositories into searchable, connected knowledge.
