Digitization has made all businesses highly efficient. The use of papers has been decreasing but there are still things like invoices that are sometimes issued on paper. Some invoices are in a digital format like scanned image, photo, PDF or email. It is difficult to collate information from all these invoices received in different formats. This is where an invoice scanner proves its usefulness. It can be used to scan and extract data from all those invoices. It improves workflow, productivity, and efficiency.
Invoice Scanning Software
It is a challenge to extract data from PDF and scanned image invoices. Spreadsheets and accounting programs are not designed to extract data from invoices. A special invoice scanner software is needed to handle this task. If the scanned invoice images are properly aligned and have high-quality printing, data present in them can be extracted easily through this type of software. This program can scan and read key data points like dates, prices, totals, taxes and other details from the scanned images and PDF files.
When Is This Program a Viable Solution?
Invoice scanner programs are now advanced and offer fairly accurate results. Businesses that have to deal with recurring invoices benefit from an automated invoice processing system. It streamlines the workflow and helps extract the required datasets. Reliable and accurate results can be obtained with PDF and good quality printed invoices. Data from printed images are obtained using optical character recognition or OCR technology. Before you can use any OCR software, you need to train it to recognize the key data fields present in the invoices you feed it. It ensures you receive the most accurate results. Once trained, it is ready to capture data from invoices if the layouts of all invoices fed to it remain the same.
Extract Data from a Variety of Layouts
You are not limited to extracting data only from a fixed layout. The software is capable of extracting data from different layouts and then submitting those extracted details under the right categories, columns, and boxes in the database. The program is not simply a tool to extract data. It has some intelligent features that increase its usefulness for businesses. It has filters to look for specific data. Once data is converted into numbers and text, the program passes it through the filter to check for the predefined keywords. If the data meets the specified criteria, it is filed under the predefined categories.
As long as the layouts of a group of invoices remain the same, the program keeps delivering accurate results. Invoice scanning programs working in the cloud are updated automatically when their vendors issue the upgrades. An offline invoice scanner is also available.