Easy Invoice Capture and Approval

SearchExpress/Invoice capture and workflow approval software is used to capture and index emailed invoices, scan paper invoices, route invoices for approval, and search invoices and related documents, to save time and reduce costs.

SearchExpress Features

What's It Used For

SearchExpress invoice management software lets you capture, OCR, workflow, approve and search your invoices.

No more sifting through filing cabinets and drawers of paper to find what you are looking for. Then, if you need to email or print the invoice, it's just a click of your mouse.

SearchExpress invoice management software reduces paper handling and save staff time by creating a searchable database with images of invoices and supporting documents.

Make Documents Omnipresent

In addition to searching from your desktop PC, you can search from your iPad, iPhone or Android.

This means you can access your documents wherever you are, including while you are out in the field.

With SearchExpress, when a vendor calls regarding the payment status of an invoice, you can instantly see where the invoice is in the approval and payment process, saving time for AP personnel.

You just search and instantly find a document. Then, if you need to email, fax, or print a document, it's a click of your mouse.

SearchExpress provides speech recognition to let you search and annotate documents and complete eForms using speech, instead of typing, which can be particularly handy when using a mobile device.


"SearchExpress offers an affordable solution that doesn’t require any consultant to install it.

"Its features exceed those of the high-priced alternatives and with friendly and supportive service it is easy to put in production.

"Users like the simple interface and we like our new ability to centralize this process and reduce costs while at the same time taking admin work off our field managers.

"SearchExpress is a great application for approving invoices.”

Steve Davenport, Project Manager
Randstad Professionals, US
Wakefield, MA

Randstad is the second largest staffing firm in the world.

Find Out More

Here's One Way SearchExpress Can Work


  • In SearchExpress Import, you can capture and index emails from Outlook, Gmail, Office 365 and other sources.
  • SearchExpress Import can use the From email address to identify a Zone OCR template to zone OCR the data on an attached invoice.
  • In SearchExpress Import, emailed invoices can be automatically routed based on the From email address.
  • Or, you can use a Save-to-SearchExpress menu item we add to Outlook, to index and route emailed invoices to SearchExpress.
  • You scan invoices received by mail.


  • You can route the invoices to different managers, by choosing the manager's name from a pick list.
  • Also, you can define business rules to automatically route invoices. For example, all invoices could first go to the Office Manager for approval, with only invoices over $1,000 next going to the District Manager for approval, and with only invoices over $10,000 next going to the Regional Manager for approval. So, the Regional Manager would need to look at and approve only invoices over $10,000.
  • Each manager can use their web browser to see an invoice approval workflow "inbasket" of all invoices that await their approval. This can be done over intranet or the Internet.
  • Also, each manager can automatically be sent an email for each invoice, and approve the invoice from their iPhone, Android, iPad or PC.
  • The managers can indicate their approval by clicking the Approved button after reviewing the invoice. They could also enter comments and one or more cost codes.
  • SearchExpress can share data with your AP system. For example, when you pay an invoice, SearchExpress can read the Date Paid and Check Number from your A/P database and write this data to the SearchExpress database.


  • To search for invoices, you use your browser and type in the vendor name, invoice date, invoice number, check number, or other identifying information.
  • Approved can be stamped on the image of fully-approved invoices.
  • You can make notes on invoices.
  • Duplicate invoices can be blocked.
  • SearchExpress can show if there is a matching packing list (receiving report) and PO.
  • You can view your invoices directly from your A/P software, including Oracle eBusiness, PeopleSoft, Microsoft Dynamics (Great Plains), Sage and Quickbooks. Just highlight the invoice number to display the imaged invoice.


For invoice management system search features, click here.

For invoice capture and indexing features, click here.

For invoice business process automation (workflow) features, click here.

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