ProConversions Corp. brings
ALL the RIGHT pieces together for YOU!!
Sometimes the puzzle is missing
a few key pieces.
Sometimes the pieces you have
just don’t fit together well.
?

“At ProConversions, we strive to be your Trusted
Advisor & Technology Consultant, putting your
Business needs first and Technology second.”
Michael Gaudino, President, ProConversions Corp.
CDIA Trained (Certified Document Imaging Architect)
AIIM Information Governance Practitioner
Kofax Capture, ABBYY Flexi Capture & EMC
ApplicationXtender Certified Engineer

Top concerns of finance executives
3
68%
47%
46%
39%
55%
54%
46%
37%
36%
Reduce invoice processing costs
Improve visibility into invoices
Decrease invoice cycle time
Improve cash management
Automate invoice receipt/workflow processes
Standardize invoice receipt/workflow processes
Conduct internal assessment of A/P capabilities
Integrate e‐payables solutions w/other systems
Centralize A/P processes
Source: Aberdeen Group
Top Strategic Actions
Top Pressures

More than 2 times reduction
in invoice processing costs
More than 50% faster invoice
processing cycle
Companies that automated their AP process report…
4
Faster
processing
cycle
Reduced
processing
costs
+50%
x2
According to research published by Aberdeen Group, 2013

Information Capture Plan – Index data Example
5
■ Invoice number and date
■ Name and address of the buyer
BU
■ Name and address of the
supplier
■ Delivery date
■ Purchase order data
■ Line items: description of goods,
quantity, unit and total price
■ Currency and total

PO matching is done on a header and/or line item level
Multi‐level comparison us done with the master database (by
number, total amount, vendor name, etc.)
Invoice line items can also be visually compared to the purchase
order details
Purchase order matching
6

Touchless Invoice Processing
7
● Invoices that have passed all validations and matched a PO can
be immediately posted in the ERP system, skipping any manual
review
Input
Recognition &
Validation
Data review
Approval and
Posting
Touchless processing

Convenient Data Review (1 of 3)
• Well‐designed data verification form
8
● Value suggestions
from OCR cache
● Color labels for
fields requiring
attention
● Snapshots of fields
● Description of
warnings and errors

Convenient Data Review (2 of 3)
• Fields grouping
9
Collapsed fields:
● totally correct
● no review is
required
Expanded fields:
● review required

Convenient Data Review (3 of 3)
• Advanced database lookup
10
● Fuzzy match
● Suggestion of the best matching
records
● One‐click filling of multiple
connected fields
● Internal caching of the database
for fast connection

11
● Transaction‐ready data and images are
delivered to your
● BPM, ECM and approval workflow
systems
● ERP systems
● Electronic archives
● Databases
Delivery of Invoice Data and Images

System Overview with Information Capture Plan
12

Benefits for the AP Department
Better Visibility into Outstanding Payments
AP department is made aware of invoices as
soon as they arrive
Lower Cost per Invoice
Replace manual keying paper exchange with
automated electronic processing
Capture at the Point of Entry
Capture in the mailroom, finance
department, or in the branch office
One Solution for Paper and Digital
Paper, faxed and PDF invoices are processed
in the same workflow
Improve Quality of Data
Automated capture and validation of data
provides better quality than manual keying
Empowers Approval Workflow
Define the workflow based on automatically
extracted data

Distributed Configuration (ENTERPRISE Edition)
• Scalable client‐server
architecture
• Thin & remote stations
• User management and reporting
• High‐availability clustering

High Level Basics
• For enterprise departments & midsize organizations
• Perfect for imaging & departmental business processes
• Microsoft‐based technology
• Requires minimal IT support
High Level Benefits
• Eliminate the risks and costs of managing paper
• Increase efficiency of key business processes
(Transaction Content Mgmt)
• Enable instant access to important information
• Easy to install, administer, and use
INVO‐PACK (EMC AX)
Workflow
Module
Capture
Module
Search
Engine
Module
Information
Rights
Management
Module
Application
Integration
Module
Reports
Management
Module
Information Governance = Document Management

Active Directory, LDAP, or AX
Security
User and group permissions can be set on an application by application basis or globally for all
applications. All user actions with the repository can be captured in audit trails.
Levels of Security
• System
• Application
• Functional
• Document
Levels of Security Document Management System

Indexe
s
Microsoft Excel
INVO‐PACK Web Services
Microsoft SharePoint
Indexe
s
INVO‐PACK Desktop
INVO‐PACK Web Access & Mobile Access
Microsoft PowerPoint
Microsoft Outlook
Microsoft Word
ACCESS POINTS TO INVO‐PACK

INVO‐PACK Workflow Group InBox
Workflow Group Inbox
This is a screen shot of an Inbox of workflow tasks that are waiting to be processed or have been
“selected” by a system user and who is processing the workflow task and/or document

Approval Workflow Screen

Notes Tab History Tab
Notes and History for each document processed

Workflow Audit Page

ONSITE BUSINESS PROCESS ASSESSMENT
1. A narrative of the business process that is being automated.
2. A Process Flow Diagram of the newly designed business process.
3. A detailed list of project deliverables for the project’s 1st Phase.
4. A System Diagram of required server architecture.
5. Project milestones based upon the date a purchase order is
received.
6. A list of project assumptions, customer requirements,
disclaimers.
7. Costs for services delivered in 1st phase of the project.
8. Summary of subsequent deliverables for future project phases.
HAVE AN INFORMATION CAPTURE PLAN!

Now let’s address your questions!
23
Michael R Gaudino
mike@proconversionscorp.com
203‐707‐0206
Why is information “capture” and creation more than just
scanning documents into an archive?