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Lock Box Pick-Up and Scanning Services

CASO provides a full range of services for companies looking to reduce the time required to process their paper records. Additionally, we are one of the largest scanning services providers in Texas and New York. We provide high quality low cost document conversion and document scanning services to our clients.

Benefits of a Lock Box System

Our Lock Box Pick-Up and Scanning service is one of the unique cost and time saving services that CASO offers to our clients.The following are some benefits of a lock box scanning system:

  • Improve Document Control – All documents go to a central processing center – No more lost invoices
  • No need to manage a scanning and indexing staff
  • Eliminates the need for expensive hardware and software
  • Scanning and indexing done by a professional document conversion company
  • You only pay for the work that is done, all billing based on the actual number of documents processed – No wasted labor and facility costs

Types of Documents Processes

CASO Lock Box Document Processing Workflow

The typical Lock Box document processing workflow at CASO operates in the following manner:

    1. A Lock Box is set up for your account at a Post Office in San Antonio or in New York
    2. Your clients are notified to send invoices to the new Lock Box address
    3. CASO picks up and opens all mail daily and processes the incoming items to your specifications
    4. If a mail item contains non invoice items such as checks or other non-invoice items it will be forwarded to our client for further action
    5. This typically includes preparing, scanning, QC Processing and indexing the incoming items and uploading them to a document management system where your staff can retrieve the invoices and process them into the system

Standard Index Fields Include:

  • Vendor Name
  • Vendor Number
  • Invoice Date
  • Invoice Number
  • Purchase Order Number
  • Document Type
  • Location Code
  • Processing Date
  • Document Source (Lock Box or email)
  • An “In Process” Status Field

There can be as many index fields as you need; this is completely customizable to meet your needs.

  1. An email address is set up on our servers to accept your incoming invoices
  2. An email is sent to all vendors explaining the process for electronically submitting invoices
  3. Incoming emails are scanned to see if they contain invoices, if they do they are processed with the same index fields as the paper based invoices. If the email does not contain an invoice it is forwarded to our client for review and any additional actions
  4. Incoming Paper Documents are typically held at CASO for a client specified period, typically 90 to 180 days and then disposed of or forwarded to the client. They can also be sent off to a long term storage location if required
  5. Email based invoices are retained for a period defined by our clients as well

The pricing for these services is based on the number of items processed and the amount of indexing required. Our clients are billed based on the actual number of items we process. Our clients typically report a 40% plus reduction in the cost of processing these items when using CASO’s services.

 

CASO General Scanning Services

“The CASO/Fedcap team has been exceptional. They completed the work faster and cheaper than we could have, and have always accommodated our needs. It is a pleasure working with them.”

Richard Ajimati - SUNY Downstate Medical Center

Quick Downloads

Resources at your fingertips! Simply click any solution below to download a free PDF. Not seeing what you're looking for? Check out our Resource Center for additional information.

Data Sheet: Document ScanningDownload
Data Sheet: On-Site ScanningDownload
Case Study: SUNY Downstate Medical CenterDownload

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