Skip to content

Compare scanning and recognition software: what should you all look out for?

The decision has been made: your organization is going to work more efficiently. As part of that, you want to compare scanning and recognition software. In this way, you hope to eventually find the best automation solution. This is important, because by eliminating repetitive, manual work, you will have time left over for tasks that make your job much more challenging and versatile. Comparing scan and recognize software is the first step towards making your job much happier. This benefits both you and the organization. The question is: what should you pay attention to during your search?
Good scanning and recognition software allows you to save time, work more easily and make fewer mistakes (since overtyping is no longer necessary). All the more reason to take a thorough approach to your search for the right solution. How do you do that? Follow the step-by-step plan we describe below. This is how you select the scan and recognition software that suits you best!

1. Identify your need

Begin by outlining the state of affairs. What do you currently experience as a problem within your organization? Perhaps suppliers regularly ask questions about invoices and you spend a lot of time trying to surface the correct data. Perhaps you spend a long time looking up invoices that have already been posted. Or you simply want to get rid of over-typing errors. Wherever the shoe wrings, carefully identify the problem you are facing. Then determine what the situation should look like after you purchase scanning and recognition software. That way you will know exactly what kind of automation solution you are looking for!  

2. Look at the supplier

If you are going to compare scanning and recognition software, then you are taking the first step toward a long-term investment. That’s why it’s important to choose a vendor that suits you. For example, see if a vendor is at home in your industry jargon. Every industry has its own language and it is nice if the supplier speaks it as well. In addition, pay attention to the corporate culture. Some suppliers are traditional, while others are young and modern. Decide what appeals most to you! Of course, a supplier must also be reliable. Therefore, find out how long the company has been in business and how many customers the supplier has (a large, solid customer base inspires confidence). Ask for references: a supplier can tell you all sorts of things about themselves, but ultimately you want to see the scan and recognition software in action and hear from existing customers how it works. A customer visit by a referent can offer a lot of added value. So dare to ask for this! Finally, find out whether the supplier develops its own software. If so, you have many more options. If you have specific requirements, the vendor can work with you to see if they can be implemented.  

3. Determine your requirements for scanning and recognition software

Determining exactly what you’re looking for in scanning and recognition software is easier said than done. To make it a little easier for you, we list 5 points of interest!

  1. Integration with your ERP package Does the supplier of the scanning and recognition software have the right partners that link with your ERP supplier? Useful, because this means that there is a link with your ERP system. As a result, the solutions often fit together very well.
  2. Ease of use How difficult or easy is the scanning and recognition software to use? Ideally, you don’t know how the system works technically at all. It just needs to work for you – in a simple, smooth and efficient way.
  3. Functionalities of scanning and recognition software Does the solution automate all the steps in the accounting process that you no longer want to perform manually? When comparing scan and recognize software, compare the functionality of different packages. This will help you determine which solution you need based on your needs.
  4. Additional options Are you just looking for a solution that allows you to scan and recognize documents? Or do you also want to make use of line recognition or approve booked invoices more easily? In the latter case, it is useful to choose scanning and recognition software that you can combine with good workflow software. You don’t even have to use this right away – with a view to possible growth, it’s nice that a solution can grow with you.
  5. Cost Do you prefer a flexible monthly subscription where you only pay for what you use? Or do you prefer to purchase scanning and recognition software all at once? Make sure you are clear about the licensing and pricing structure. Also consider things like implementation costs, maintenance and support. Also see what you get in return for your investment. For example, does the supplier of your scan and recognition software develop software so that you are always working with the latest technology? If so, you stay up-to-date and probably get value for money!

Want to know more? Sign up for our newsletter or follow our LinkedIn page!

Whitevision_portret Tobias groen

Anything we can help with?

Contact us

Our benefits

  • More than 2.250 customers

  • Work more efficiently

  • Save time & money

Sfeerfoto Ipad aanwijzen logo's

Compare scanning and recognition software and explore your options?

Zit je middenin je zoektocht? En wil je meer weten over gebruiksvriendelijke, betrouwbare scan- en herken-software? Neem gerust contact met ons op. We bespreken de mogelijkheden graag met je.

Schedule a demo or contact us

VAT in the Digital Age: prepare now for mandatory e-invoicing

ViDA (VAT in the Digital Age) is the European Union’s plan to modernize VAT rules. This new legislation will have a major impact on administrative departments. Sending invoices as we often do now, by pdf or email, will therefore largely disappear. From 2030, electronic invoicing (e-invoicing) will become the standard for international transactions within the EU. Step by step, countries will also introduce this nationally. This means that companies will have to fundamentally change their administration. Not in five years’ time, but now.
Show more

Operational Excellence in Accounts Payable: Why “Good Enough” Isn’t Enough

For many organizations, processing incoming invoices is still a labor-intensive and error-prone process. While other processes have already been largely automated, invoice processing often lags behind. This is precisely where there is room for improvement. Operational excellence is not a luxury, but a necessity.
Show more

Using AI smartly for your invoice processing: 7 practical tips

How do you make your administration run smarter, without immediately changing course? AI invoice processing may sound like something for later or for large companies with big budgets. But it’s precisely with small, targeted applications that you can quickly make a difference. In this article, we share practical tips for getting started with AI in your invoice processing today. No technical deep dives, but concrete tools for organizations looking to take steps toward automation.
Show more

Schedule your demo

With a (web) demo, you can quickly and easily see what benefits our solution brings you.

This field is for validation purposes and should be left unchanged.

Schedule your demo

With a (web) demo, you can quickly and easily see what benefits our solution brings you.

This field is for validation purposes and should be left unchanged.

Schedule your demo

With a (web) demo, you can quickly and easily see what benefits our solution brings you.

This field is for validation purposes and should be left unchanged.

Schedule your demo

With a (web) demo, you can quickly and easily see what benefits our solution brings you.

This field is for validation purposes and should be left unchanged.

Schedule your demo

With a (web) demo, you can quickly and easily see what benefits our solution brings you.

This field is for validation purposes and should be left unchanged.