ScanNmax
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The first automated invoice processing solution for
Maximo Application Suite.
Is your invoicing process taking too long?
The current manual invoicing process is time-consuming, resource-intensive, and prone to errors, leading to various problems. Handling documents, from receipt to registration, requires a significant investment of time and manpower. This inefficient approach increases the risk of human error and delays, potentially resulting in late payments, which negatively affect cash flow and supplier relationships.
To address these challenges, ScanNmax offers an automated solution that manages the entire invoicing process. This allows companies to strategically reallocate resources to other priorities, ensure data accuracy, make timely payments, and maintain strong supplier relations.
Accelerate your operations with ScanNmax
Automate invoice creation with AI and OCR
The application, a data extraction software, enables automatic invoice creation within your EAM system using Optical Character Recognition (OCR), artificial intelligence (AI), and predefined templates for extracting invoice data. This secure application is hosted on Google Cloud. Customer data is not retained on the servers, as invoices are deleted once processed.
Invoice Reception
Your AP inbox is integrated with the ScanNmax application, enabling automatic downloading of invoices sent directly to your email. The application can process various types of documents, whether they are scanned, photographed, or submitted electronically. For more information, please refer to our FAQ.
1
Select the invoice you wish to process
Users can set colour codes to identify problems, and sort invoices according to various criteria such as date received, invoice date, amount or flagged status. Additionally, invoices can be retrieved by entering information from the corresponding email or attached documents into the search bar.
2
View and validate the information
Compare the information automatically recorded with that on your original invoice, all on a single screen.
3
Click on "Create Invoice"
Users can either continue processing invoices in the application or view the invoice just created in Maximo Application Suite.
4
Successful Payment Management
New in ScanNmax
Your invoices don’t need to wait
for you anymore.
Let ScanNmax handle the invoices that don’t need your attention. When all your defined criteria are met, the invoice is automatically created in Maximo, so your team can focus on the exceptions only.
PO Matched
All lines and amounts match the purchase order.
Receiving Complete
All invoiced items have been received.
Business Rules Satisfied
All your defined criteria are met.
Safety Net Evaluation Passed
All quantities, prices and amounts are validated.
Prefer to review everything? Leave it turned off.
Your team reviews the invoice and clicks Create when ready.
Automatic Invoice Creation
On
Check 1PO Match
PASSCheck 2Receiving
PASSCheck 3Business Rules
PASSCheck 4Safety Net Evaluation
PASSInvoice Creation in Maximo
!
If any check fails, the invoice stays in ScanNmax for your team to review.
Timely Payments
Avoid penalties with punctual payments
Enhanced Supplier Relationships
Cultivate trust and strong relationships with your suppliers.
Strategic Resource Allocation
Redirect your resources towards value-added tasks and better-targeted initiatives.
Efficiency and enjoyment
Enjoy a quicker, error-free process that adds an element of fun to your work
Successful Payment Management
Timely Payments
Avoid penalties with punctual payments
Enhanced Supplier Relationships
Cultivate trust and strong relationships with your suppliers.
Strategic Resource Allocation
Redirect your resources towards value-added tasks and better-targeted initiatives.
Efficiency and enjoyment
Enjoy a quicker, error-free process that adds an element of fun to your work
Fully owned and developed by TriNmax, ScanNmax can also be customized to your company's specific needs.
ScanNmax Receiving
Take control of your goods receipt.
Also included, our Receiving application.
Take a photo or add an image of the delivery note
This can be done via your tablet.
1
Click "Scan PO"
The application will detect the purchase order number and attach the delivery note to the corresponding order in Maximo Application Suite.
2
Click on "Complete Receiving"
This will redirect you to Maximo Application Suite, where you can complete the receiving process as usual.
3
ScanNmax Receiving
Take control of your goods receipt.
Also included, our Receiving application.
Add the packing slip
Capture or upload the packing slip from your tablet or phone.
1
Watch ScanNmax match and prefill
ScanNmax finds the PO in Maximo, matches the received items and prefills the receiving lines.
2
Handle the exceptions
Missing, unmatched or partially received items? Make adjustments before moving forward.
3
Review and confirm
Review receiving lines and supporting documents together, make any final adjustments, and confirm everything is ready.
4
Receive and inspect
Complete the goods receipt and any required inspections directly in ScanNmax.
5
Optimize the invoice life cycle in Maximo
Achieve significant gains in efficiency
Ensure reliability and data security
Simple and intuitive
Our valued customers
“Before implementation, the invoice processing cycle took more than 15 working days. Now, invoices are treated within 24 hours of receipt.”
“On average, 219 invoices were entered each week by 2-3 people. After the implementation, one person now enters 260 invoices per week.”
“In the months prior to implementation, the average time taken to pay overdue invoices was 24 days. Today, no invoices have been paid late.”
FAQ
Maximo 7.6.0.9 or more, including MAS
Yes, it’s fully integrated within Maximo. There is no external application. ScanNmax operates directly within your purchasing module.
No, the AI does not need training. Users can start using ScanNmax with AI from the very first day.
.pdf, .doc, .dot, .docx, .dotx, .xls, .xlt, .xlsx, .xlsm, .png, .jpg, .jpeg, .heic, .gif
Yes, ScanNmax will use color coding to do the three-way match to indicate where the exceptions are. The application also detects duplicates and will allow for invoice creation without POs.
Yes, we own ScanNmax therefore can configure the product to better answer your needs.
Since ScanNmax is integrated within Maximo, you can generate reports on its data and use workflows for the created invoices.