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hase-to-pay Financial Process Automation ITESOFT FreeMind for Invoices ITESOFT FreeMind for Invoices Software ITESOFT TESOFT

ITESOFT FreeMind for Invoices ITESOFT FreeMind for Invoices ITESOFT FreeMind for Invoices ITESOFT FreeMin
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ITESOFT.

FreeMind
for Invoices

Process 100% of your supplier invoices

Automatic supplier invoice capture


and AP process automation
The fastest and simplest route to AP process automation starts with ITESOFT.FreeMind for Invoices.
It is the most efficient software solution on the market for processing AP invoices flowing into your
organisation. As the gateway into full AP automation, ITESOFT.FreeMind for Invoices plays a key
role, removing the tedious and error-prone tasks of manually keying data into your ERP. It uses
advanced and proprietary data extraction algorithms to lift data from unstructured documents such
as PDF or paper (using document scanners and OCR) and processes xml invoices from EDI sources.
ITESOFT.FreeMind for Invoices then performs all mandatory checks supplier verification, invoice
pre-registration, PO matching with ERP master data to ensure that invoices can be processed
further in the AP process.
With ITESOFT.FreeMind for Invoices, you will achieve stunning productivity gains and enable your
organisation to switch to 100% paperless invoice handling. This solution accelerates your AP process
dramatically and enables you to take your financial department to best-in class status in no time.
ITESOFT.FreeMind for Invoices integrates with any ERP/financial systems and has certified integration
with both SAP and Oracle EBS.
www.itesoft.com

ITESOFT.

FreeMind
for Invoices

/ Benefits of choosing ITESOFT.FreeMind for Invoices


1. Direct hard savings



Increased AP staff productivity


Reduced cost of moving, storing and accessing documents
Fewer errors and related costs
More early payment discounts captured

2. Indirect soft savings





Better control over the Accounts Payable process


More time for staff to spend on value-added tasks
Improved relationships with suppliers
Overall business acceleration

3. A competitive return on investment in just 18 months or less

Who is it for?
Any organisation receiving paper invoice
volumes above 15,000 annually can
benefit from invoice automation and
therefore should consider ITESOFT.
FreeMind for Invoices.
With PDF invoices, the threshold may
even be brought down to less than
10,000 invoices annually because dealing
with volumes of incoming invoices as
attached PDF files in emails is even more
time-consuming than scanning paper
invoices.
Experience shows that geographically
dispersed organisations benefit even
more from AP automation.

/ ITESOFT.FreeMind for Invoices main capabilities


all invoices from any source, Intelligent data extraction and
Capture
validation
remotely or centrally, in any format
Even though many people have long anticipated that
e-invoices would replace paper invoices over time, the
majority of invoices are still sent and received on paper.
This poses no problem whatsoever for ITESOFT.FreeMind
for Invoices, which captures both paper and e-invoices in
a single, unified process. A shift from paper to email or EDI
invoices does not require any changes in your process or
your system. It just means fewer envelopes to open and less
paper to scan.
For capturing paper invoices, ITESOFT.FreeMind for Invoices
gives you the option to deploy capture stations and scanners
either remotely or centrally with equal simplicity, thanks to
the browser-based FreeCapture module. The key benefit
is that your ITESOFT software can be set up in whatever
way suits your needs, reliably ensuring that all invoices are
captured and traced right from their point of reception and
throughout the entire business process.

ITESOFT.FreeMind for Invoices performs a full-text analysis of


invoice content (after OCR for paper invoices) to spot and extract
the relevant data. This intelligent software works on 100% of all
invoices, without prior knowledge of their layout and uses no
templates. With unrivalled expertise in Intelligent Document
and Data Capture, the ITESOFT solution makes use of detailed
embedded algorithms designed to handle all the business rules
present in an invoice. As new suppliers are learnt, the knowledge
base is built to help process future invoices from these suppliers
without further human intervention.
Once data is extracted, it is used to perform the following key
steps of the AP process in real-time:
Supplier identification and verification
With PO invoices, automatically look up PO data to perform
an automatic check between the invoice and the PO data. It
also reads line item data and checks it line-by-line!
P
 re-registering of the invoice to comply with accounting
rules in certain countries
P
 erform all arithmetic verifications to ensure 100% accurate
data and block invalid invoices immediately

/ Product capabilities
The overall workflow in ITESOFT.FreeMind Invoices is as follows:
Capture /collect invoices
where they enter the organisation

Extract / validate

Exception handing

EDI,
PDF,
e-mail

Integration / control /
approval workflow /
archiving

Web approval
Workflow

Full-Text

Paper

Scanning

Exception
handling
Knowledge
Base

ERP systems
Workflow

Remote site

unique features

Device

Reads and validates line item data, including on


multipage invoices.

Captures invoices and credit notes from paper, PDF,


XML and EDI formats.

Connects to master supplier data for verification


and purchase order matching.

Works without setting up individual supplier


templates.

No separators between invoices required (multipage invoices are detected automatically).

Suitable for organisations dealing with hundreds


or thousands of suppliers, and receiving from
hundreds to tens of thousands of invoices per day.

Browser-based scan and completion modules


enable easy deployment of the solution across
remote sites.

Unique image enhancement algorithms provide


unparalleled OCR rates.

Recreates formatted documents from EDI invoices


for easier human interaction.

Exception handling

Ideally, all incoming invoices contain expected data, such as PO


numbers, correct address, etc. But in real life there is always a fraction
of the invoices which need to be verified by a human eye and may
require a decision from an operator. This is called exception handling.
It is performed in a browser-based module by presenting the image
of the invoice with explicit messages so any authorized person with
an internet connection can handle this task: perfect for those remote
offices which prefer to deal with their suppliers, when the rest of the
processing is done centrally. Also perfect for working from home!

multiple ERPs
Supports
and companies
ITESOFT.FreeMind for Invoices supports validation against ERP
master data, which is a prerequisite for smooth integration across the
process. Examples include checking for duplicate invoices, supplier
identification, terms of payment, etc. Any issue reported back from the
ERP can be shown to the operator for decision making, for instance
to email the supplier or send the invoice into an exception handling
workflow queue. ITESOFT.FreeMind for Invoices supports processing
invoices for different legal entities with different ERPs. Exactly what
is required for a Shared Services environment.

Using FreeMind for Invoices along with ITESOFT Balance


creates an integrated certified solution for SAP or Oracle
EBS.

Capable of handling volumes from


1 to 20,000 documents per day
and more.
ITESOFT.FreeMind for Invoices is built on ITESOFT.
FreeMind, a very robust document processing software
platform capable of handling thousands of documents
a day. This makes it suitable for different uses, from the
SME receiving a few invoices per day to the retail giant
or the Business Process Outsourcer processing tens
of thousands of invoices every day. It uses a scalable
architecture in which modules and servers can be
added to scale the system to your needs and volumes.
If you want to expand processing of other business
documents beyond AP invoices, ITESOFT.FreeMind
Enterprise can be added to the same platform to further
expand process automation in your organisation. With
ITESOFT software, you are not limited to invoice process
automation.

/ System Requirements

Document Scanners
ITESOFT supports most scanners with an automatic feeder
from popular vendors such as Fujitsu, Canon, Kodak, from
20 pages per minute to more than 200 pages/min.
Please contact us for an updated list of certified scanners.

Operating System

eMail capture
POP3, IMAP4 email servers (2.5.1)

Database
Microsoft SQL Server 2008 SP2, 2008 R2
Oracle 10g release 2 (minimum 10.2.0.4) & Oracle 11g
release 2 (11.2.x.x)
Server-based modules :
Microsoft Windows 2008 Server SP1 SP2 R2
Interactive modules on thick clients:
Microsoft Windows XP, Windows Vista, Windows Seven
Interactive modules used in Rich clients:
Web servers :
IIS 7.0 or higher
Apache 2.2
On the browser: up to date Flash PlayerTM

/ Clients using ITESOFT.FreeMind Invoices

ITESOFT FreeMind for Invoices Softw


purchase-to-pay Financia
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ITESOFT ITESOFT.FreeMind for Invoices v2.5 04/2012 v1 EN

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