How do you cope with different formats and languages of invoices?

2 Use invoice data extraction tools

Invoice data extraction tools are software applications that can automatically scan, capture, and extract data from invoices. They can handle different formats and languages of invoices and convert them into a standard format that you can use for invoice verification. Invoice data extraction tools can save you time and effort, reduce manual errors, and improve data quality and accuracy. You can use invoice data extraction tools that are integrated with your accounting or ERP system, or you can use cloud-based or standalone solutions that are compatible with your system.

3 Check for data accuracy and completeness

Even if you use invoice data extraction tools, you still need to check for data accuracy and completeness. Invoice data extraction tools may not be able to capture all the data or may make mistakes due to poor image quality, complex layouts, or unusual fonts. You need to review the extracted data and compare it with the original invoice. You also need to check for missing, duplicate, or incorrect data, such as the supplier name, the invoice amount, the currency, the tax, and the payment terms. You can use data validation and reconciliation tools to help you with this task.

4 Use translation services

If you have to deal with invoices in languages that you are not familiar with, you can use translation services to help you understand them. Translation services can be human or machine-based, or a combination of both. Human translation services can provide more accurate and reliable translations, but they may be more costly and time-consuming. Machine translation services can provide faster and cheaper translations, but they may not be able to capture the nuances and context of the invoice language. You can use translation services that are integrated with your invoice data extraction tools, or you can use online or offline solutions that are compatible with your system.

5 Train your staff

Finally, you need to train your staff on how to cope with different formats and languages of invoices. You need to provide them with clear and consistent guidelines and procedures on how to verify invoices. You also need to update them on any changes or updates in the invoice requirements or formats of your suppliers and customers. You can also provide them with access to resources and tools that can help them with invoice verification, such as invoice data extraction tools, translation services, data validation and reconciliation tools, and online databases or portals.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?