Organization of company invoices is a complex process that involves many different steps. One of the best is the conversion of scanned formats into PDF files, so that they can be easily organized and archived in the company’s systems. For this purpose, ocr invoice scanning software can be used, which has an intelligent working principle and is extremely useful for organizations that want to develop and improve work in accounting departments. The main point in this type of technology is the extraction of the important information, and this happens with the help of predefined criteria.
What is OCR invoice scanning software – interesting facts about the technology
Optical character recognition (OCR for short) is an instrument which an excellent organization of the invoices received by the company is achieved every day with. Even if the documents are on paper, they can easily be turned into an electronic version, which makes their management easy and efficient. Additional information on the subject:
- OCR invoice scanning software is a digital tool that is worth the investment from all perspectives – but why? Well, this technology has great potential because a wide range of operations can be performed with its help – scanned and imported invoices in the electronic version, extraction of key information, classification based on a set of set criteria, elimination of errors and reduction of time;
- no more manual processing of invoices, including their scanning – if only a few years ago it was unthinkable to rely on automation to perform accounting activities, today it is the logical solution for many businesses. This is completely understandable considering the great results that are achieved thanks to OCR invoice scanning software ;
- SmartSoft offers users just such a tool which over time turns out to be a game changer in the corporate world. Piles of document folders have now been replaced with a digitized version of company invoices that does not require physical storage space;
- processes are no longer so error-prone – during manual archiving and sorting, it is quite possible that trivial errors related to information processing will be made. With the help of OCR invoice scanning software such situations are prevented and instead more than satisfactory results are observed. This is another reason why more and more companies are choosing automation instead of sticking to outdated practices such as manual work.
Solutions like OCR invoice scanning software are even mandatory for large-scale companies that are constantly striving for automation of most work processes. In this way you can optimize your labor costs, improve your reputation and free up valuable resources, which on the other hand allows you to focus on other business aspects such as business growing, the expansion of the portfolio with clients, etc.
Top benefits with which this software solution is associated
You may have already realized that technologies like OCR invoice scanning software are useful for businesses in many ways. Here’s what else is important to know:
- Convenient interface – if we take a closer look at SmartSoft’s IT products, one of their most striking advantages is the user-friendly interface. This is an essential factor in choosing such technology, which not only does not create difficulties during use, but also helps the employees in the departments to be as efficient as possible during the work process.
- Intelligent finding of key information – OCR invoice scanning software makes it possible to find fields with information related to the name of suppliers and the serial number of the invoice (or another document). Based on this data, documents are sorted and archived so that they can then be found easily and quickly by employees.
- OCR technology offers high accuracy in recognition – smart OCR technology can be fully adapted to the specifics of the documents that have been scanned (in paper format). It not only drastically reduces the processing time, but also reduces the errors that are often made in manual processes. Even these two reasons alone are sufficient reasons for choosing an automation such as OCR invoice scanning software before the manual processing of invoices, including their scanning.
Other reasons such as the ability to upgrade to a total/full processing version, save templates and connect directly to the scanner are also among the reasons for companies to rely exclusively on invoice scanning software by SmartSoft.
What steps does the invoice scanning process involve – highlights
OCR invoice scanning software is a technology whose principle of operation is first of all quite complex, but at the same time completely understandable for users. The first stage is the scanning of the invoices and their import into the company’s system – this applies to different types of information carriers such as paper formats, pdf files, etc. the second stage is the interception of the data, where 2 key fields are read.
Extracting information from invoices from the same supplier is fully automatic, including the option to create new templates. The third stage is the export of the data – the processed invoices are stored as PDF files, so that finding them later is not a problem at all.