Digital document entry: capture receipts online and via app

These documents differ in form and format, but not in how they are handled: every one of them has to be captured, assigned to a transaction and retained. The incoming documents go into the pfScan web app; outgoing invoices are created in projectfacts directly in invoicing.

• Incoming invoices from suppliers, by post or as a PDF
• Receipts and till receipts from cash transactions
• Entertainment receipts, tickets, fuel and hotel receipts from business trips
• Outgoing invoices that you have issued yourself

Analogue means collecting, filing, sorting at the end of the month and typing everything out. Digital means photographing or uploading once, after which the software takes over reading, assigning and filing. The document can be found from the very first moment, rather than only once it has been posted.

On Android, documents can additionally be passed to pfScan straight from other apps, instead of first filing them somewhere and then digging them out again.

• New expense and new incoming invoice
• Profile picture and background image
• Additional graphics for documents
• Signatures for documents

Automatic text recognition reads the receipt, whether it is a fuel receipt or a train ticket. projectfacts turns it into a cost item that carries on through the travel expense report as usual.

Once all the cost items for a trip are together, projectfacts combines them with the scanned receipts, so that a PDF printout for your tax adviser, for instance, is produced automatically. For frequent travellers and for the back office, the most tedious part of expense reporting simply falls away.

Photograph the document with the pfScan web app or drag and drop a PDF file into the software. Paper and digital documents therefore take the same route.

The automatic text recognition, also known as OCR, reads texts and amounts from the image and transfers the values into the appropriate fields. There is no more typing out of invoice numbers and supplier data.

You check the values that have been read out and assign the document to a customer, a project or a trip. This creates a cost item or an incoming invoice.

The document is stored centrally in the software, linked to the transaction it belongs to. From there it moves on into billing, into the travel expense report or, via the DATEV export in financial accounting, to your tax adviser.

It is not only travel expense reports that benefit from digital document entry. Incoming invoices are also still often sent by post. Thanks to the pfScan app, digitising such paper invoices is no problem. Simply photograph them and upload them to the system.

Do you often receive invoices from your suppliers by email? No problem. The online document entry from projectfacts also helps you effectively with PDF documents. As the invoice is already available digitally, you save yourself the photographing step. Simply drag and drop the file into the software.

Of course, you always benefit from the automatic text recognition. This spares you the tedious copying or typing out of invoice numbers and supplier data. Your next step towards digital accounting: with document entry from projectfacts, you gain time for what really matters.

• Automated software solution for capturing digital PDF documents
• No more copying invoice numbers thanks to automatic text recognition

Once your receipts have been captured digitally, you enjoy all the benefits of our integrated billing. projectfacts automatically creates cost elements for your travel expense report or incoming invoices for your accounting department. This means you always have a complete overview of your receipts and can carry on working with them.

Submit the travel expenses for billing, post incoming payments against the captured invoices or carry out statistical analyses. With projectfacts, there are no limits to what you can do.

As a service company, do you often have to pass incoming invoices on to customers? Here too, projectfacts can support you perfectly. Thanks to the integrated project management, receipts can be assigned to a customer project with just a few clicks.

In the next step, your captured receipts can simply be brought to billing. The software automatically ensures that invoicing is always based accurately on the current project progress.

• All receipts online – with secure access for employees
• Easily manage travel expenses and incoming invoices digitally
• Charge costs on to projects or customers

projectfacts stores your documents centrally and keeps a separate history for your invoices, in which every change can be viewed without gaps. The software thus supports the GoBD requirements for retention and traceability. How you set up your processes in detail is something to agree with your tax adviser.

Invoices must be retained for several years, electronic invoices for eight years in their original format. Digitally filed documents meet this requirement without lever arch files: they are kept in one place, are searchable and can be output again at any time.

• Central filing instead of scattered folders and email inboxes
• Separate change history for your invoices
• DATEV export of documents and posting data to your tax adviser

Your documents contain business data and often personal data as well. projectfacts is developed in Germany. All hosted versions run in an ISO 27001 certified data centre in Frankfurt am Main, in compliance with the GDPR. If you wish, you can also run projectfacts on your own servers.