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!

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.
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.
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.
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.
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!

Anything we can help with?

Our benefits

More than 2.350 customers
Work more efficiently
Save time & money

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

Back to overview

New Archives Act in 2027: What Will Change for Financial Administration and Procurement?

The new Archives Act is expected to take effect on January 1, 2027. This is a logical step, as documents are increasingly received and processed digitally. Examples include invoices sent via Peppol, contracts stored in a document management system, and approvals processed through digital workflows. The Archives Act primarily applies to government bodies, such as ministries, municipalities, and water boards. Other organizations may also be subject to the Act if they exercise public authority. It is therefore important for employees and managers in financial administration and procurement to take a critical look at the entire document workflow. Documents must not only be processed correctly, but also be reliable, legible, accessible, and easy to retrieve.

From AI Assistant to AI Agent: What Does Agentic AI Mean for Finance and Procurement?

AI has become an indispensable part of administrative processes. Documents are automatically recognized, data is extracted, and posting suggestions are becoming increasingly sophisticated. But the next development is already on the horizon: agentic AI. Whereas AI has primarily helped with performing individual tasks up to now, an AI agent can independently combine multiple steps within a process. Think of recognizing an invoice, verifying data, detecting discrepancies, and then determining what the next step should be. Translated with DeepL.com (free version) For finance and procurement, this means that automation is shifting away from mere recognition and increasingly focusing on verification, assessment, and action. And that is precisely what is becoming important now that generative AI is making it easier to mimic convincing documents, messages, and even identities.

ESG reporting is on the horizon: How your invoice flow is the key to sustainability data

For CFOs, ESG reporting is increasingly shifting from a future concern to a concrete responsibility. New laws and regulations require organizations to provide insight not only into their own performance, but also into that of their suppliers and supply chain partners. This includes CO2 emissions, the origin of goods, transportation movements, and sustainability policies within the supply chain. The challenge? Much of that information isn’t stored in separate ESG systems, but in everyday procurement documents such as invoices, order confirmations, and packing slips. That’s precisely why the quality of financial and administrative data is playing an increasingly important role.