Approaches to Effective Invoice Scanning and Data Capture

Astragraphia Document Solution - Efficiency in workflow can be successfully achieved through several main factors. Astragraphia Document Solution will explain some of the most important keys to making your work more efficient.

1. Select a suitable scanner

The first step is to choose a scanner that can handle the volume and quality of your invoices. You want a scanner that can scan both sides of paper, detect color and contrast, and produce clear, legible images. You also want a scanner that can scan multiple invoices at once, feed them automatically, and avoid paper jams and misfeeds. Depending on your budget and needs, you can choose a desktop scanner, network scanner, or mobile scanner.

2. Use text detection (OCR)

Optical Character Recognition (OCR) is a technology that converts scanned images into text that can be edited and searched. OCR, also known as text detection, can help you extract important data from your invoices, such as invoice number, date, amount, vendor name, and payment terms. OCR can also help you validate and verify your data against existing records, such as purchase orders and contracts. OCR can save you time and effort by eliminating manual data entry processes and reducing human error.

3. Implement Data Capture

Data capture software is software that automates the process of capturing, processing and storing invoice data. Data capture software can integrate with your scanner and OCR to create a seamless workflow. Data capture software can also offer features such as data classification, data extraction, data validation, data enrichment, data export, and data archiving. Data capture software can help you improve the accuracy, consistency, and security of your data.

4. Follow data quality standards

Data quality standards are guidelines that ensure your invoice data is complete, correct, and consistent. Data quality standards can help you avoid errors, duplication, and data discrepancies that can lead to payment delays, disputes, and penalties. Data quality standards can include rules such as data format, data length, data range, data consistency, data completeness, and data uniqueness. Data quality standards can also help you comply with legal and regulatory requirements.

5. Monitor and measure your performance

Review the workflow guide regularly and include suggestions for improvement. Monitor the effectiveness of workflow guides and make adjustments as necessary. Document completed workflow walkthroughs in an easily accessible format. Ensure that documents are updated regularly to reflect any changes in processes, roles, or tools. Communicate updates to all employees and provide training as needed.

6. Train and support your staff

Training and supporting your staff is an important step to ensure your invoice scanning and data capture process runs smoothly and effectively. You can provide your staff with clear, up-to-date instructions, manuals and tutorials on how to use scanners, OCR and data capture software. You can also provide regular training, feedback, and recognition to your staff to motivate them and improve their skills. Training and supporting your staff can help you increase productivity, quality, and satisfaction.

Efficiency issues are one of the biggest challenges companies face, not only to their employees and customers but also their financial condition. No business can grow and progress if it does not have efficiency. With the Data Capture solution from Astragraphia, document workflow in your company will be more efficient and effective.

To find out more, please contact Halo Astragraphia 07.00 – 18.00 WIB every Monday – Friday or consult the Astragraphia Business Consultant team at the location closest to you!

Source:

https://www.linkedin.com/advice/0/what-best-practices-invoice-scanning-data-capture