Document scanner: save time with Moloni ON

Document scanner has become an essential tool for modern businesses. If you run a company or work in accounting, you know how much time is spent manually entering supplier invoices and expenses line by line. Document scanner technology eliminates human error and speeds up administrative processes, allowing you to focus on what really matters: growing your business. By intelligently processing images and text, paper documents and PDFs are converted into structured, actionable data within seconds.

Key takeaways

• Integration with Moloni ON: Document scanner works seamlessly within the Moloni ON ecosystem, streamlining digital document storage and expense management.
• Significant error reduction: Automatically digitises documents, reducing common typing mistakes in values and supplier information.
• Higher productivity: Frees business owners and accountants from repetitive administrative tasks, improving day-to-day efficiency.

What is Document scanner and how does it work?

Document scanner is a technology that converts different types of documents, such as scanned images, PDF files or smartphone photos, into editable and searchable digital data. In practice, when you receive a paper invoice from a supplier and take a photo of it, Document scanner does not simply treat it as an image; it "reads" the text by recognising letters and numbers.

The system can then identify the supplier's tax number, VAT amounts, invoice total and issue date. This intelligent conversion of raw information into structured data is what enables businesses to automate accounting and document management.

What are the benefits of using Document scanner in your business?

Using Document scanner goes far beyond simply digitising paperwork. It fundamentally changes the way you manage your company's financial administration.

Immediate time savings

Manually entering supplier expenses is one of the most time-consuming administrative tasks. With Document scanner, what would normally take several minutes per document is reduced to just a few seconds. Multiply that by hundreds of invoices each month, and the productivity gains become clear.

Fewer data entry errors

Entering an incorrect digit in a supplier's tax number or misplacing a decimal point in a VAT amount can create major issues during month-end closing or tax reporting. Document scanner technology provides a high level of accuracy, ensuring that the recorded information matches the original document.

Centralised and secure digital archive

Storing boxes full of paper invoices is quickly becoming a thing of the past. Document scanner creates an organised digital archive where finding a supplier invoice from six months ago takes just a couple of clicks using the supplier's name or invoice date.

How does Document scanner improve workflows in Moloni ON?

Moloni ON has been designed to simplify business management through cloud technology and automation. When the Document scanner is combined with the Moloni ON, managing supplier purchases and expenses becomes significantly more efficient.

Instead of manually filling in purchase invoice fields, the digitised document is processed automatically. Its metadata is extracted and imported directly into the platform. Moloni ON validates the invoice according to national invoicing rules and ensures that the Document scanner-extracted data is linked to your financial records, ready for consultation or export to the SAF-T (PT) purchases file whenever required.

Step by step: Moving from paper documents to a digital archive with Document scanner

Switching your business to a digital document management system powered by Document scanner is easier than you might think. Follow these steps for a smooth transition:

1. Collect your documents: Gather all supplier invoices, receipts and invoice receipts, whether they arrive on paper or by email.
2. Scan or upload: Use a scanner or simply your smartphone camera to capture paper documents. Save PDF invoices in a dedicated folder.
3. Document scanner processing: Upload the files for analysis. The Document scanner engine will examine the document structure, identifying text blocks and extracting the key numerical information.
4. Review in Moloni ON: Check that the extracted information, supplier details, VAT and amounts are correct. The system continuously learns from your corrections, improving its accuracy over time.
5. Archive (and destroy paper copies where applicable): Once documents have been digitised and stored according to the applicable legal requirements for digital document management, you can maintain a fully digital archive without relying on physical paperwork.

To celebrate this new feature, we want you to try the future of purchase management at no cost. Enjoy 100 free document scans per month until October 31, 2026.