- Solutions
- Document Capture
Avoid errors & save time – automate your
Accounts Payable workflow
Trusted by:
Reduce your manual tasks & eliminate errors
Registration errors and disrupted workflows are some of the most time-consuming and frustrating challenges that Accounts Payable teams face. Making minor mistakes during these complex tasks can lead to substantial and sometimes extreme consequences.
Whether you're performing data entry, posting, or retrieval, Continia Document Capture is an AP automation solution that streamlines your manual invoice processing from start to finish. Document Capture takes care of it so you can sit back and relax while you do your work.
Key features that add value to your workday
Approval workflow
Chasing down colleagues to approve invoices is a thing of the past. Document Capture provides you with automated workflows, cutting down on approval waiting times. You can review and approve electronic documents – wherever you are.Set your team up for success
Add value to your workday with Document Capture and set your team up for success! Our document capture solution is the best Accounts Payable automation software to help you optimize your business processes efficiently, saving you plenty of time and ensuring you can get home on time.
Keep compliant with Continia Delivery Network
Continia Delivery Network seamlessly integrates with the Peppol eDelivery Network, securely importing your electronic documents, e-invoices, and credit memos into Business Central. Electronic invoicing has never been more accessible. You can receive your e-documents from other companies worldwide directly in your Business Central, helping secure your sensitive information.
Find your
webinar
Exciting and intriguing - join one of our webinars now!
Document Capture 2024 R2 – Latest features
October 22 2024 - 08:00
2024, Timezone UTC
Language: English
Sign-up here
Document Capture 2024 R2 – Latest features - North America webinar
October 29 2024 - 16:00
2024, Timezone UTC
Language: English
Sign-up here
Check out a Document Capture demo below
Slide or click on the arrows to see and select all videos in the playlist.
Feature overview
-
Essential
- Automated setup & configuration
- OCR recognition
- Batch processing and registration
- Fraud check
- Create invoices and credit memos
- Handles all XML formats
- Continia Delivery Network
- Continia eDocuments
- Auto-send eDocuments
- Resend eBilling documents
- Check partner eDocument capabilities
- Dedicated email addresses
- Manual split and merge
- Configurable templates and fields
- Notification of remaining OCR pages
- Notify admins about open documents
- Split amounts by dimension
- Create G/L lines without vendor account
- Drag-and-drop
- Full document archive
- Export documents (for audits)
- Apply deferral codes
- Check dimensions in registration
- View embedded PDF files
- Dynamic columns in the document journal
- Secure Archive
- Purchase order auto-archiving
- Multi Entity Management
- GDPR compliant
- Duplicate transaction checking
- Continia Sustainability integration
- Continia Hub
Automated setup & configurationBenefit from a quick and easy setup as everything is installed with a standard configuration when you start.OCR recognitionRecognize header information using OCR, such as invoice number, invoice date, due date, total amounts etc.Batch processing and registrationRegister invoices and credit memos either one-by-one or register all in one go.Fraud checkAvoid fraud by validating any alterations of previously captured data, such as bank account information or phone numbers on incoming documents.Create invoices and credit memosCreate purchase invoices and credit memos from OCR-recognized PDF-documents.Handles all XML formatsThe solution comes with out of the box formats, PEPPOL BIS 3, OIOUBL, OIOXML, UBL, EHF, SVEFAKTURA, EBINTERFACE, XRECHNUNG, ZuGFerd, Finvoice and UTS. Other formats than these are easy to add with simple configuration.Continia Delivery NetworkA unique service that integrates with the PEPPOL eDelivery Network enabling you to receive electronic purchase invoices and credit memos directly in Microsoft Dynamics 365 Business Central.Continia eDocumentsManage and exchange your eBilling and eOrder documents directly from Business Central, e.g., receive purchase orders updates from your suppliers and swiftly respond directly through the Continia Delivery Network.Auto-send eDocumentsAutomatically send eDocuments when actions like posting or releasing are performed, streamlining your workflow.Resend eBilling documentsEasily resend successfully sent eBilling documents to recipients when a copy is required.Check partner eDocument capabilitiesAutomatically identify customers' and vendors' e-document capabilities.Dedicated email addressesReceive PDF and XML documents attached to e-mails with dedicated e-mail addresses provided by Continia.Manual split and mergeSplit a group of invoices from a single PDF-document into multiple invoices.Configurable templates and fieldsSet up custom fields to recognize from invoices and credit memos, such as dimension codes.Notification of remaining OCR pagesUsers receive notifications when nearing the monthly OCR page quota. Thresholds can be customized.Notify admins about open documentsAdmins are alerted earlier in the process about unregistered documents.Split amounts by dimensionSave time with less hassle by splitting document amounts into multiple lines according to dimensions while keeping the existing account number for all created lines.Create G/L lines without vendor accountCreate general journal lines and increase flexibility with small purchases by selecting a bank or G/L balancing account.Drag-and-dropDrag-and-drop any file attached to an invoice, credit memo or vendor.Full document archiveFind and see the original PDF and XML document of an invoice in seconds by using the standard built-in Navigate-functionality.Export documents (for audits)Export documents (for auditing purposes).Apply deferral codesSave time by automatically having deferral codes applied to incoming purchase documents.Check dimensions in registrationStreamline your workflow by checking document dimensions during registration so you can avoid correcting or adding missing dimensions later.View embedded PDF filesSave time finding PDFs embedded in XML documents by having them displayed by default in the document viewer.Dynamic columns in the document journalAdd multiple customizable columns to the document list, which can be sorted and filtered in various ways, in the document journal.Secure ArchiveSecurely store digital bookkeeping documents in their original form. Includes registration of documents to purchase journals. Get a central overview of documents requiring special attention due to file checksum issues and post-approval changes.Purchase order auto-archivingAutomatically archive purchase orders when vendor updates are registered, enabling tracking of changes and access to previous versions.Multi Entity ManagementSupport for Multi Entity Management (MEM) by Binary Stream Software.GDPR compliantEnsure GDPR compliance with automated cleanup processes. Easily purge captured words, generated values, and entire records, based on document status and age, maintaining privacy and data integrity.Duplicate transaction checkingAutomatically detect duplicate transactions in Expense Management for incoming invoices and receive a warning in the Comments section.Continia Sustainability integrationMaster template fields related to emissions are included in Document Capture to support integration with Continia Sustainability for carbon accounting.Continia HubAccess a central in-app assistance hub designed for convenience and user feedback. -
Order Matching
Automated matchingAutomatically match invoices and credit memos to existing purchase orders, receipts, return orders, or shipments, with precise 1:1 matching ensured by eDocuments data for greater accuracy.Matching on totalsMatch invoices either by order number and total amount with the corresponding purchase order or posted receipt.Matching line-by-lineMatch by using vendor item number, quantity, unit price, and line amount to find corresponding purchase order lines or posted receipt lines. Please note that this functionality requires the Advanced Capture feature module.Matching overviewGet a clear overview of matched, unmatched, partially matched documents.Add and split order lineAdd new lines or split existing order lines directly from the matching page during the purchase order matching process.Variance handlingConfigure the purchase order/receipt match to allow unit price variance on the invoice line.Serial number matchAssign the invoice lines to the lot/serial numbers during matching.Multi-document matchOne invoice can be matched to multiple receipts or orders, match one-to-many, or many-to-one.Vendor shipment & order number matchIncrease your matching accuracy when matching incoming invoices using increased line details.Highlight purchase order changesEasily spot updates to purchase orders by highlighting changes in price, cost, or delivery date on a dedicated matching page. This feature applies specifically to purchase orders that are updated by uploading a vendor's PDF, ensuring you can quickly identify any changes.
-
Document Approval
- Web Approval Portal
- Approve purchase & return orders
- Automated approval
- Approval flows
- Approval sharing
- Notify approval-sharing users
- Four-eyes approval
- Forcing approval
- Documents on hold
- User-specific approver list
- Notify approvers via email
- Out of office
- Forwarding documents
- Validation
- Permissions
- Full audit trails
- Purchase allocations
- Intercompany purchases
- Cross-company approval dashboard
- Highlight relevant lines
Web Approval PortalEnables all employees with no direct access to Continia Document Capture 365 to gain the same opportunities to approve invoices and other documents. No matter where the employee is located and no matter the device, all that is required for accessing and approving documents is internet access. NOTE: Continia Web Approval Portal requires a Team Member for Microsoft Business Central as a minimum.Approve purchase & return ordersApprove your purchase and return orders quickly with all existing Continia workflow features, including the Web Approval Portal.Automated approvalConfigure automatic approval of invoices and credit memos if amounts are within predefined thresholds (requires Order Matching module).Approval flowsSet up an unlimited number of approval flows, and assign them to individual invoices, or all invoices from specific vendors.Approval sharingUse approval sharing to share the approval of one person to another, or set it up to allow a manager to see all approvals within their department.Notify approval-sharing usersNotifications are sent to both the sharing (owner) and shared-to (substitute) users at the same time.Four-eyes approvalConfigure a threshold that triggers four-eyes approval for all invoices exceeding that threshold.Forcing approvalAllow a superuser to force the approval of invoices and credit memos if company policies allow it.Documents on holdPut an invoice or credit memos on hold to show that it has been reviewed, but not ready to be approved.User-specific approver listNarrow down the number of available approvers per user to make forwarding documents easier than ever.Notify approvers via emailEmail notifications, including an overview containing key information, are automatically or manually sent to approvers when a document that needs approval.Out of officeSet up a substitute to handle approvals of an approver, when he or she is out of office for a longer period.Forwarding documentsAllows an approver to forward invoices or credit memos manually to a specific user.ValidationEnsures that the sum of all purchase lines matches the total amount on the received purchase invoice or credit memo.PermissionsAllows you to enforce company policies of who can approve on which accounts and dimensions.Full audit trailsDuring the approval process each version of a purchase invoice or credit memo is logged, so you can always go back in time and see who approved what and when.Purchase allocationsAbility to have the total amounts posted to the general ledger when an invoice or credit memo is out for approval.Intercompany purchasesSpecify intercompany-related information in purchase document fields during the approval process.Cross-company approval dashboardSimplify your approvals in the Web Approval Portal with a unified dashboard view.Highlight relevant linesHighlight only the relevant lines for advanced approval in the Web Approval Portal, ensuring approvers can easily identify and focus on specific lines for review. This feature streamlines the workflow by eliminating unnecessary information and providing clear visibility into what is being approved. -
Purchase Contracts
Manage recurring costs from one placeCentralized management and storage of all purchase contracts, subscriptions, and other recurring costs.Register invoice as contract invoiceCreate subscriptions and contracts with all relevant information, such as supplier details, prices, start and end dates, and detailed contract lines, or create contracts and subscriptions directly from a recurring invoice.Review contractsEasily review your contracts and subscriptions via the intuitive interface in Business Central and the Continia Web Approval Portal. Here, you can modify lines, review and cancel contracts, add comments, attach documents, and easily link purchase invoices to purchase contracts.Auto-approve recurring invoicesRecurring invoices attached to existing contracts can be set up for automatic approval when the amount is below a predefined allowable limit.Easy overview of renewal datesEasily get an overview of the contracts and subscriptions that need to be reviewed and renewed. Moreover, you can automatically start the review process at regular intervals, depending on your needs. You can, for instance, review all contracts and subscriptions just before each new fiscal year begins to decide whether to continue or unsubscribe.Email notifications for reviewWhen it's time to review the contracts and subscriptions, an email notification is sent to the relevant employees reminding them about the review.History and statistics right at handYou'll get access to a comprehensive archive containing all documents and files related to your contracts and subscriptions.Purchase Contract IntelligenceThe system detects patterns in recurring invoices and suggests contract creation.
-
Advanced Capture
AI-enhanced line recognitionAccurately recognize lines on an invoice or credit memo through AI-enhanced data capture and transfer them to purchase lines.AI-assisted sales document processingAI-driven data capture speeds up sales document processing by auto-filling fields and enabling quick customer creation.Automatic line calculationIntelligent OCR automatically calculates missing fields, such as unit cost, quantity, and line amount, with configurable calculation alerts.Process all document typesCreate and OCR-process other document types, such as sales orders, contracts, delivery notes, purchase receipts, attaching files to vendors, customers, and employees, etc.Automated split and mergeAutomatically split a group of invoices in a single PDF-document into multiple invoices or credit memos.Company identificationReceive all documents with one e-mail address and have them automatically distributed to the right companies.Auto-check line item pricesDocument Capture automatically checks line items for you, making it faster and easier for you to process incoming invoices with no corresponding purchase orders.Create & update purchase ordersReduce manual typing and eliminate errors by automatically creating and updating your purchase orders based on order confirmations sent by your vendor.PrepaymentsEasily manage advance payments required by vendors for goods and services. Document Capture automatically posts documents as prepayment invoices when identified or marked as prepayments, linking them to an associated purchase order.Assign item chargesSave time and effort by having Document Capture automatically assign item charges during document registration according to the method (e.g., quantity, weight, etc.) you've defined in the relevant template.Update purchase order receiptsUpdate and post purchase order receipt quantities based on the supplier's delivery notes to automate the receiving process.
Hear from our customers
Document Capture provides us with an easy and time-saving automated purchase invoicing & approvals process.
Document Capture has become an indispensable part of the company's day-to-day business, as we process over 1.000 incoming invoices every month.
Document Capture's tight integration with BoCount Dynamics - enabling true automation - was exactly what we were looking for.
During our last upgrade, we decided to replace the existing OCR solution with Continia Document Capture. We quickly realized the many capabilities of this embedded NAV software. For example, the ease to search and retrieve documents from within NAV, the ability to link them directly to NAV Dimensions and cost centers, and the configurability to recognize separate lines of the documents. It enabled us to elevate our business processes to the next level.
Continia offers a turnkey solution that fully addresses the Purchase to Pay process.
You need much less time to enter the invoice data, and you are sure the data you have is correct. Regardless of whether you work from home or office, you can instantly get the invoice you are looking for. These are huge benefits.
We were looking for something that would actually help start the path to eliminating paper. Having a central way to get every document into our system, and capturing and processing, is really a gamechanger.
Polaroid is very satisfied with the Document Capture solutions and has grown from <150 to >300 employees over the past five years. The number of invoices we receive has also increased significantly. But thanks to Document Capture, easy to handle and learn, we were able to handle the huge influx of invoices without hiring extra additional staff for these positions. Which means our team works smarter, not harder.
The most beneficial thing about Document Capture has been reducing the paperwork and making our processes fully digital. The whole approval process is integrated within Business Central. From a user perspective, our approvers have saved so much time in decision-making. It’s very easy to use.
You are not only saving paper but also finding documents in no time.
Finding and viewing invoices has never been so easy.
It is much more efficient and straightforward to obtain the documentation required by financial auditors.
Get started today with your free trial
Take Document Capture for a test drive. Find out how much time you can save by downloading your free trial today!
Download your free trial