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5 tips to get more out of your OCR

26/05/2020
Author Avatar
Cédric van de Walle
Business Consultant, EASI

Do you want to digitize, gain time by eliminating manual work, and lose less time on applications? Stop searching, because this is what OCR Verify does for you. I will be happy to explain to you where exactly you can gain time.

OCR, or Optical Character Recognition, is the technology for recognizing PDFs. To make things easy for you, I will discuss five points that make the difference for most customers. I will do this by means of 5 pillars:

1. Forget about scanning separately, embrace QR codes

Most time can be gained by digitizing your invoices. How? We are not yet rid of paper invoices; OCR Verify facilitates the digitization process. Our program enables you to scan a batch of invoices that have a QR code on the first page. OCR Verify splits them automatically. An additional benefit is that any annexes to invoices are digitized at the same time.

2. Errors are a thing of the past

After digitization, the invoices will be sent through the OCR motor. This will ensure recognition of the most used information:

  • Supplier (by means of the VAT number)
  • Invoice amount
  • Invoice date
  • Due date
  • External reference
  • Bank account number

Recognition of these fields saves time and significantly reduces the risk of errors.

3. Everybody can use it

The tool comes with a simple interface that identifies the recognized fields on the PDF. In addition, it is possible to identify fields that have not been recognized yet. This adjustment can be communicated to the OCR motor with one simple push of a button. When this invoice comes up next time, these fields will be properly recognized.

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4. Recognize

This is something that may take a little more time in the beginning, but believe me: if you think very carefully about what additional fields you want to be recognized, a whole new world will open up for you.

If you manage your own car fleet, think about the advantages to be gained with reporting according to certain number plates. It might be very interesting, for example, to export a ‘number plate’ field for each invoice, so you will subsequently be able to calculate the costs per car.

Or suppose you can recognize your order form number and automatically link the invoice based on this number. These are only two practical examples – the possibilities are endless.

5. Don’t be tempted by just any package

The cherry on the cake is the link to any package whatsoever. The output of the tool is a PDF together with an XML. By using these two standards, linking up your software is easy. A specific example of this is the link with AAA-Financials, our AS400/ IBM Power accounting software.

Did this article make you eager to speed up your accounting processes? Do not hesitate to contact us.

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