Accounts Payable Services & AP Automation Providers in New York, NY

Overview

New York Document Scanning is a Manhattan-based scanning business and a division of CASO Document Management, an organization that has served New York businesses and government agencies since 1994. Its team converts paper records into secure, searchable digital files, and it reports having processed hundreds of millions of documents over that period. For finance departments, the most relevant offering is invoice capture, which moves supplier paperwork from physical folders into an indexed electronic repository.

Invoice and accounts payable services

The company describes itself as one of the largest invoice scanning providers in the state. Clients choose between digitizing at their own office and sending material to the firm's Document Care Center. In both cases, staff prepare each invoice, scan it, run quality control and index it together with related documents. The images are then uploaded to a document management system, where the client's team can retrieve them and enter the data into its own systems.

• Central repository: every invoice is kept in one place and can be opened by several AP employees at the same moment.
• Document control: the approach is meant to prevent misplaced invoices.
• Incoming Electronic Invoice Service: email is checked automatically for invoices, which are processed using the same index fields as paper ones.
• Invoice workflow automation: a tailored routing solution that can typically cut processing costs by up to 40 percent, according to the company.
• Lockbox services: offered among its other services.

Clients need not hire scanning or indexing personnel or purchase capture equipment and software. Indexing has no limit on the volume of data recorded, and the firm states that customers are charged only for work completed, so they carry no wasted labor or facility costs.

Delivery methods and technology

Projects are handled in two ways. With on-site scanning, a crew works at the client's office and results are usually available in roughly an hour. With in-house scanning, the company picks up the files, digitizes them at its Document Care Center and brings the originals back. Either route can be combined with cloud storage or a local network setup.

The company uses Kofax Capture and OpenText Intelligent Capture, formerly known as Captiva, and follows a secure ten-step process that includes expert quality control. Deliverables can be produced in whatever format a client requires. A free consultation helps determine the method likely to give the best return, and the firm says the service can repay its cost within months.

Other capabilities

Outside accounts payable, the firm scans human resources files, mailroom items, student and medical records, government documents, microfilm and books. Book work includes a non-destructive option built around the DT-BC100 scanner for rare or fragile volumes, and a lower-cost cutting method for books that do not need to stay bound.

Large format scanning covers plans, blueprints, maps, photographs and banners up to 54 inches wide, at a standard 300 DPI with 600 DPI available. Originals stay intact, and the work is done at the Document Care Center with secure pick-up and delivery. Customers in contracting, engineering, architecture and the trades are among those served.

Digitized records are indexed by custom keywords for fast searching, and user permissions restrict access to chosen team members. Organizations that want to go further can add enterprise content management software to govern content and workflow, and can reclaim office space once cabinets and boxes are gone.

Credentials and clients

The company is a FEDCAP and NYSID Preferred Source partner. It also holds several New York State contracts for OpenText, Kodak and LGRMIF eGrant application and program support. Its testimonials come from SUNY Downstate Medical Center and BMO Harris, the latter crediting the work with meeting regulatory requirements and delivering a strong payback. Work is performed at its New York City facility and on site across the surrounding region and beyond.