Switch to automatic invoice retrieval in just 3 steps: yes, yes, it's possible!
If you're a business owner, you know only too well: retrieving invoices from email attachments and from your various customer areas and centralizing them is a time-consuming process. Your days are already full, so it's high time you switched to automatic invoice retrieval!
Far from being magic (though?), it's made possible by the increasingly widespread use of invoice dematerialization and artificial intelligence in software.
How does it work? What software can help you make the transition to automatic, headache-free invoice retrieval? The answers in this article.
Step 1 - Identify the location of your invoices
If you're doing this every month, you're beginning to know where to collect your supplier invoices. That's a good start!
Start by taking stock of where you can find the invoices your suppliers send you, whether :
- you receive in paper format with a delivery,
- PDF invoices attached to an order confirmation e-mail,
- that you retrieve by logging on to your supplier customer area (or web invoicing).
💡 Did you know? A web invoicing system is a supplier portal that offers a customer account where you can view your various invoices, but also download them.
👉 So make an inventory of the various invoices you want to centralize automatically.
Step 2 - Dematerialize paper invoices
Invoice dematerialization is the process of switching from paper supplier or customer invoices to digital format, in compliance with tax regulations.
You may still receive a few paper invoices from some of your suppliers, but you should be aware that from 2026, it will be compulsory for the majority of companies.
➡️ In the meantime, you can scan invoices received in paper format and have them available in digital format. Please note, however, that a scanned paper invoice has no probative legal value. So, in the event of an audit, you need to keep the paper proof (long live total dematerialization!).
Step 3 - The right software for automation
Finally, the most important step is to equip yourself with software, whether it's an accounting and financial management solution or a dematerialization platform. This is the type of tool that will automate the retrieval of your invoices.
⭐️ What are the advantages of this software?
- Increased productivity: all tedious, low-value-added tasks are delegated to the software. You can spend more time on what really generates value.
- Lower costs: delegating invoice retrieval to software saves you money (we know your time is valuable, and can be better spent elsewhere).
- Payment deadlines respected: the speed of processing by artificial intelligence means you can react and pay your invoices faster (and maintain good relations with your partners at the same time).
- Increased reliability: automation helps you avoid handling errors and double entries. By using software, you'll have greater peace of mind when it comes to compliance.
Here are a few examples of high-performance software:
🛠 With Factomos invoicing software , managing supplier invoices has never been easier or more intuitive. The solution enables you to record purchase invoices and expense receipts in real time directly in your space. You can then let your chartered accountant retrieve them at the click of a button, thanks to its free access.
🛠 iPaidThat software has combined artificial intelligence and machine learning in its solution, so that it automatically retrieves an e-invoice as soon as it arrives in your inboxes or is deposited on your customer space on your suppliers' websites. OCR video-coding technology is capable of reading any information on your invoices (amount, VAT, date, etc.) to extract and integrate them into your accounting.
🛠 Yoozsoftware goes further than just retrieving your invoices: it's a complete solution for dematerializing the supplier invoicing process. This means it can also record invoices automatically, thanks to AI, Machine Learning and RPA (Robotic Process Automation). You can also set up customized workflows to speed up invoice validation. The result: you save time and reduce your management costs.
Automatic invoice retrieval in a nutshell
Gone are the days when you had to spend an inordinate amount of time collecting and centralizing all your invoices yourself. Switch to automatic invoice retrieval with software!
- Take stock of the inboxes where you receive your invoices by email, as well as your suppliers' online customer areas;
- Dematerialize the invoices you still receive in paper format;
- Use accounting software to automatically collect all your invoices and easily extract the data for integration into your accounts.
So, when are you going to automate your invoice retrieval?