Basware's Smart PDF introduction


What is it about?

One email address to receive invoices from suppliers regardless of the technical specifications of the PDF-file. This combines the 2 previous versions to a single email address only. One (traditional scanning) was open to all PDF-types and the other required registration via Basware Portal with advanced PDF-file. After user feedback, the new service was created with new advanced technology. In Smart PDF Basware’s system will determine what is the best route to capture invoice details to an e-invoice data file.

Before there were two different options:
1. Traditional scanning: Paper and/or PDF-files via email with optical and human data capture process
-> Handbook to guide software and human to data capture header level details from the invoice image to a structured data file

2. PDF E-Invoice: Machine-readable PDF-file with registration (approved supplier)
-> Supplier's invoice layout mapped technically for automatic processing including invoice rows

Case: One Basware’s customer has a traditional scanning from the beginning years ago. They started to upgrade suppliers from paper mail to the email senders as a campaign. The goal was to reduce the time spent on the paper mail delivery. A problem to solve was to have a longer time available to process invoice internally in the company before invoice due date. Next step when PDF E-invoice was introduced this company started to handout registration link to those suppliers who were vital for their business (tier level). They looked at what type of PDF-file supplier had in use and asked them to use PDF E-invoice service if tier level was right. The new goal was to cut more time on delivery of the invoice and get more accurate data from the invoice (aiming for smart coding -> line level). On Smart PDF this company can now unify their invoicing instructions to a simpler way. Now it’s possible to hand out only one email address which works without registration and provide shorter instructions for invoicing. This is leading to smoother onboarding.

Why select Smart PDF?

Around 70% of PDF-files going through Basware Network are already machine readable. Unable to inform suppliers an ineffective way to choose correct email address has been a challenge with Basware and the customers. Smart PDF enables to collect available PDF-files to a smoother process and leave the rest to the traditional processing of scanning service.

How does it work with existing set-up?

Smart PDF is an upgrade to existing services related to incoming invoice sources.

It aims to make it easier for users and allocate resources better
- The buyer gives only one email address to a supplier
- Aiming to eliminate unnecessary rejections
- More unified instructions aiming to minimal rules only
- Faster invoice delivery automatically when available

Smart PDF is related to the service offerings where manual incoming invoice processes are outsourced to Basware. In CloudScan the same process is done in-house at the company. It’s possible to purchase data capture process from Basware in CloudScan as an extra service. In other words, the road from supplier to a buyer on outsourced services is different than in CloudScan. CloudScan has buyers own postal and email addresses, hence Smart PDF is not possible on this first release.