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Entering invoices with or without OCR software? Compare the two processes

When you get started with “scan and recognize,” you have certain expectations of a solution. Perhaps you assume that OCR software will process all invoices fully automatically for you in your ERP package. Whether this really happens depends on the scan and recognize software you use and the extent to which it interfaces with your ERP system. Do you want to make it as easy as possible for yourself? Then it’s best to scan invoices with smart OCR software. Does this mean that invoices end up directly in your ERP system? To answer that question, let’s first look at the definition of a smart OCR system. How exactly does it work? And why is it incredibly useful if the software interfaces optimally with your ERP system?
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Scan and recognize with an automation solution

If you don’t work with “scan and recognize” at all, then you have to manually type the data on purchase invoices. This is a repetitive, time-consuming, error-prone task. You’re mostly inputting and coding. An OCR solution fills in the invoice information automatically as much as possible – from invoice date, invoice amount to VAT and Chamber of Commerce number. Based on recognition, the system suggests an entry to you. All you have to do is check it. (To learn more about OCR software, read our blog “What is OCR?”) Time-saving? Sure. But to what extent? That depends on your scanning and recognition solution. Smart OCR software gives you a big advantage. This is because it is so intelligent that it can interpret invoices as a human would. Moreover, a smart OCR solution has the ability to learn to process invoices. Through a simple training function, you can make the system smarter and smarter. In addition, the software applies knowledge gained from day one throughout the user community. As a result, all users gain maximum benefit from the process of scanning and recognition!

Optimal interfacing with your ERP system

Scan and recognize software can interface with your ERP package in several ways. It is crucial that the two suppliers work very well together. Sometimes a partnership is so close that the developers of both parties have come together to ensure that you only need to open one program: your ERP system. The OCR software then runs in the background to process your invoices automatically. But even if you have to open two programs, the link between the two systems can be seamless. In that case, you can also work efficiently and hassle-free. To make this happen, though, you have to use smart OCR software. And the vendor should have optimized the linkage in close cooperation with your ERP partner. What exactly benefits you? We list the advantages for you:

  • You will always get the best recognition. The results get even better over time, allowing you to book purchase invoices and other incoming documents into your administration in one go more and more often.
  • Your time savings are maximized because you don’t have to create templates (which is a requirement with regular OCR software).
  • When you process the data on a received document in your ERP system, smart OCR software automatically adjusts the logic.
  • The knowledge of the user community allows each user to process invoices and other incoming documents quickly and efficiently.
  • With an invoice from a new supplier, there is almost always immediate 100% recognition. After all, this has already been taken care of for you. And if you do have to train the system once, you can rest assured that recognition will go right the next time!

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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.