Business supplies and services: Invoicing software for document digitisation companies
Invoicing software for document digitisation companies that invoices processed pages, indexing work and extra preparation per project, with a breakdown the client can verify.
Where invoices stall for document digitisation companies.
Document digitisation companies often invoice on page count, but that count is not always unambiguous. Does a double sided sheet count as one page or two? Are blank backs counted if they were removed automatically? What about a large format scanned in sections? Then there is indexing per field, extra preparation for bound material and the handling of originals. When the project lead has to assemble all that from counters, batch cards and emails, it takes a lot of time and the client is not always convinced. An invoice that traces back per batch and per line to the actual processing avoids that conversation.
Invoicing software for document digitisation companies
Example- 1
Collect counts per batch
DoneThe software lists the page counts per batch from the capture software and the batch card, applying the counting rules agreed in the quote.
- 2
Review differences with the quote
In progressThe project lead sees actual volume next to the quoted range, and extra preparation next to what was estimated.
- 3
Send invoice with breakdown
NextThe invoice goes to the client with a breakdown per batch or per box attached and a payment link.
From finished work to paid invoice.
Collect counts per batch
The software lists the page counts per batch from the capture software and the batch card, applying the counting rules agreed in the quote. Blank backs, large formats and separately scanned attachments are counted as agreed. Index fields per document and special preparation are included too.
Review differences with the quote
The project lead sees actual volume next to the quoted range, and extra preparation next to what was estimated. If something falls outside the arrangements, they see which batches cause the difference. They decide what is invoiced and note the reason so the client can follow it.
Send invoice with breakdown
The invoice goes to the client with a breakdown per batch or per box attached and a payment link. The client can lay that breakdown next to the handover list. Reminders go out automatically, and the project lead sees on the project which invoices are paid and which are still open.
Invoicing from the same software.
Scanning bureaus usually keep invoices and scan counts apart today. In the same software the approved quote, the batch cards and the handover list already sit together, so counting rules and rates come straight from the approval. The capture software remains the source of raw counts and the project lead decides on corrections. At the start we set up VAT rates and payment terms. Your accountant can look along in the VAT overview or receive an export.
Invoice per delivery or at the end
For large archives, invoicing per delivered part is common, so costs do not sit with you for months. The client then receives several invoices, each with its own breakdown. Invoicing at the end is simpler for smaller projects. The software handles both, as long as each invoice makes clear which batches it covers.
Raw counts or corrected counts
Capture software counters include everything that passes through the scanner, rescans and separator sheets included. Invoicing on raw counts is easy but not fair to the client. Corrected counts follow the counting rules from the quote. The software shows both, so it is visible which corrections were applied.
Indexing per field or per document
Invoicing indexing per field makes it visible that each extra field costs work, but produces long breakdowns. A price per document with a fixed set of fields is clearer but hides the difference between simple and difficult documents. The choice comes from the quote, and the invoice follows it without manual work.
What we set up for your invoicing.
Counts per batch under the agreed counting rules, the difference with the quote, corrections by the project lead and an invoice with breakdown and payment link: that is how invoicing is ready at the start. Together we walk through an ordinary delivery of loose files, and a batch where part was rescanned after an error. Invoicing per delivery and the handover list as an attachment to the invoice are switched on when clients ask for them.
View pricingSupport and updatesGood to know.
Explore pricing and optionsAre rescans charged to the client?
Not when they were caused by a mistake on your side. Rescans are recorded on the batch card and fall outside the billable count. If a rescan is needed because the client wants a different setting after approving the samples, the project lead can charge it, with the reason stated.
How do we count double sided sheets and blank pages?
We set that in the quote as a counting rule, for example every written side counts and blank backs do not. The software applies that rule to the counts, so the count is the same on every invoice and nobody has to work it out again per batch.
Can the client check the breakdown themselves?
Yes. The breakdown per batch or box comes as an attachment to the invoice and matches the handover list in the portal. The client can see per box how many pages were processed and which indexing was done, and then pays through the payment link.
What happens if volume goes above the range?
The software flags it on the invoice being prepared. If approval for the extra volume was given during the project, that approval is shown alongside. If not, the project lead sees that the client needs to be consulted before the invoice is sent.
What often connects to this.
- Quotation software for document digitisation companiesQuotation software for document digitisation companies that prices page count, preparation and indexing fields separately, so a client sees which choices drive the cost of their scanning project.
- Digital job cards for document digitisation companiesDigital job cards for document digitisation companies: a batch card that follows the document sequence from box to file, so order, preparation and checking can be proven per batch.
- Website for document digitisation companiesA website for document digitisation companies that explains scanning services, indexing options and the handling of originals clearly enough for a records manager to recognise their own project before enquiring.
Invoicing without chasing details.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Invoicing software for document digitisation companies: processed pages, indexing work and extra preparation invoiced per project, with a breakdown.
- Collect counts per batch
- Review differences with the quote
- Send invoice with breakdown