Data is at the heart of any business - employee records, financial information, salaries, number of sales, invoices....
Incoming data can present a problem - how can it be captured in an efficient and reliable way?
Incoming documents such as supplier invoices contain data needed for key business systems. More often than not, manual data entry and manual checks are required to process a document.
If this captured data is inaccurate, unstructured or spread across multiple locations it can result in inefficiencies, poor decision making or lost revenue.
Information that's trapped on paper, alongside manual data entry and copying information from one business system to among the reasons errors occur.
Data Entry is a huge time thief for Accounts Payable staff yet this investment doesn't even guarantee accuracy.
Automated document processing and data capture software ensures accurate information makes its way through the Accounts Payable process from the start.
Automating data capture gives businesses credibility as well as the confidence that data is accurate. Many of our clients tap into this data and use it as knowledge to improve their decision making process.
Accurate data throughout the organisation increases revenue, improves customer service and reduces overheads by eradicating the reliance on manual data entry and the accompanying mistakes.
.png?width=298&height=298&name=CaptureValidateStoreManageRetrieve%20(1).png)
Automating data capture with a DocTech solution allows you to define the exact data you want extracting and any vacillation checks or coding you might require. The data and of course the supporting document, are securely stored in our document management software.
Data which is accurately captured can be relied upon. This provides the opportunity to push and pull the data between multiple systems with confidence.
Data capture is often a fundamental requirement as organisations identify and form their digital transformation strategy.
A great example of a Data Capture focused document management system implementation is Wernick Group. 
Wernick Group have over 450 Suppliers and receive 15,000 – 17,000 supplier invoices per month across all of their seven companies. The large number of supplier invoices was processed manually, involving printing emails and inputting data into their Equipment Rental Software, RM from MCS.
By implementing DocuWare from DocTech, Wernick Group now have a centralised location to manage their financial documents. They have eliminated paper-based, manual procedures and achieved better control over the supplier invoice process.
Using the invoice software DocuWare in Accounts Payable, defined data is captured from invoices. The documents are stored in DocuWare where the data is validated, and this data is exported to their Equipment Rental Software. This can be done on a scheduled or ad hoc basis.
Wernick Group Accounts Payable Manager said: Having DocuWare is like gaining a new member of the team.
Read the full Wernick Group case study here.
With the rapid advancements in AI technology, DocuWare has the opportunity to leverage Generative AI and OpenAI’s tools to become an even more powerful document management solution. Automating repetitive tasks, improving data retrieval, and enhancing document security are just a few examples of how these technologies can make DocuWare an essential tool for businesses aiming for greater productivity and accuracy in their document workflows.
The combination of DocuWare's established document management capabilities with the transformative potential of Generative AI and OpenAI could mark a new era in smart document management. The possibilities are vast, and as AI technology continues to evolve, DocuWare will likely find new ways to empower its users, streamline operations, and create a more efficient, user-friendly experience.
AI technology is used in document capture to expand DocuWare‘s functionality and here are the 4 main applications on the image.
In summary, while Generative AI and OpenAI are powerful on their own, their integration with platforms like DocuWare offers real value by automating complex workflows, improving accessibility, and enabling intelligent document management. Embracing this technology could place DocuWare at the forefront of AI-driven document management solutions, setting a high bar for what the future of work will look like in a digitized world.
Accurate data provides the backbone for organisations when assessing sales figures, understanding gaps in productivity or finding ways to increase productivity. It is vital to accurately capture data from the start as bad data can lead to bad decisions.
Are you ready to regain control over your data and automate processes, ensuring accuracy from the moment it enters your business systems. Is it Time to Consider Data Capture Software?
"We process around 40,000 documents per year and the data capture of our invoices is now 100% accurate" IT Programme & Product Development Manager, Vehicle Rentals.
Combining our document management system DocuWare, with our data capture solutions ensures key information is taken from scans, emails, PDFs and other documents to become the index fields that documents are stored against. This simplifies and speeds up searches as users can find documents by searching any of the data captured - date, amount, document type, supplier details etc.
Upon document capture, any information to be corrected can be done by the user. This, combined with Optical Character Recognition and machine learning technology enables the software to improve over time, increasing in speed and accuracy.
With accurate data capture taken care of, employees will no longer spend hours tediously re-keying information but can instead, focus on business growth and building better customer relationships.
Documents are now efficiently organised in a digital system, removing paperwork and associated problems such as loss or damage. Reports can easily be obtained based on accurately indexed data, and risk is reduced by removing problems associated with human error.
We understand that many organisations have specific data capture needs that go beyond the norm. Instances where high levels of information needs to be extracted from unstructured data, or where line item invoice information needs capturing and processing.
For more complex requirements, our partnerships with ABBYY, Kodak Alaris and Advanced Data Spectrum mean we can cater for organisations with next level data capture needs. We provide data capture solutions built for the needs of todays complex digital business. Advanced recognition capabilities can handle every job size, from ad hoc single documents to large batch jobs requiring tough SLAs.
High volume, high speed workgroup document scanners from Kodak Alaris are designed to maximise productivity and flexibility. Content from documents entering through any channel, in any format, can be automatically extracted, understood and delivered, removing manual processing delays and inaccuracies.
Natural Language Processing (NLP) technology automates the identification and extraction of content from unstructured documents like contracts, leases, emails, invoices and shipping documents meaning every document can be accurately processed.
Whatever your requirement no matter the size or complexity, get in touch and understand how we can start helping you with data capture solutions today.
.png?width=350&height=162&name=Kodak%20and%20ABBYY_DocTech%20Partners%20(1).png)
.png)
