Automating Enterprise Capture
Take the pains out of
your document inflow!
Get business documents
to the right application
and person.
Timely, digitized, and
ready for processing.
Capture handwriting
as easily as printed text
Maximize
- Service levels
- Capacity
- Information quality
- Efficiency
- Control
Minimize
- Operational costs
- Processing time
- Distribution time
- Human errors
The tasks associated with manual sorting, distribution, and preparation of business inbound documentation are time-consuming and costly, often impacting on customer service levels. For many organizations, exceptional customer service is the driving force that differentiates them from competitors.
ReadSoft can help you improve your business processes with the speed and quality of information that drives your business systems and increase customer satisfaction ratings. At the same time automated processing will reduce the cost of document handling.
Our solutions automate your document management processes giving you more time – and more money – to spend taking care of your business. Whether it is invoices, forms, or claims, ReadSoft combines highly capable software with dynamic services to provide powerful solutions that drive competitive advantages for your business.
Sorting, indexing and distribution
This function allows you to separate, sort, classify, index and distribute all incoming business documents. These are automatically grouped with other related documents in the system, i.e., for instance, member documents belonging to a particular case. This creates an automated “mailroom” scenario, allowing skilled staff to focus on higher level and/or customer service tasks .
Self-learning text classifiers
By providing a set of samples for each document type, and with a click of a button, the automatic recognition capability is enabled. Incoming paper mail is scanned (electronic documents enter directly) and the software does the rest. When the classification module has difficulty identifying the type of document, the operator is notified and can easily make corrections.
Extraction
After documents have been classified, key information – such as account numbers, insurance numbers, names, or addresses – is extracted from the documents and transferred to the business system, along with a document image. It is all completely searchable, providing easy access to your documents at any given time.
Efficient management
User management allows you to specify which operator is authorized to carry out which activities.
Production supervision shows exactly where documents are in the system. This also provides a complete audit trail, supporting SOX compliance.
Integration
Select the output format(s) best suited to your downstream business system(s) or archive(s).
Form processing
This function allows complete and automated form processing, from arrival to database, and to downstream application. Verification is fast and simple thanks to the inclusion of an efficient tool set.
Collate your inbound documentation, irrespective of format (paper, fax, electronic, etc) to allow a streamlined process for extraction, validation, and verification. Integrate with the application of your choice.
The resulting benefit is improved efficiency, reliability, customer service, and working conditions.
Capture
All inbound documents are handled in the same reliable and straightforward manner. However, despite the advances in technology, most forms still arrive in paper format. Consequently, it is important that the scanner handling includes identification, deskewing, removal of preprinted background, colour processing, quality control during scanning, and endorser print handling.
Sorting
This function allows all incoming documents to be automatically sorted by document type and identified for the correct template to be applied.
Extraction and Validation
Template flexibility is a highly desirable feature which combats vertical and horizontal offset that some printers, scanners and faxes might introduce.
Our solution's Extraction and Validation component allows complete information to be gathered from:
- Handwriting and special characters, in spite of the significant variations between regions and languages
- All of the main barcode types currently in use, including Data Matrix (QR code)
- Check boxes and circle fields
A wide variety of databases, dictionaries, range checks and other validation tools can be used to ensure accuracy of the highest order. When data can be confirmed automatically, the form may bypass verification.
Verification
Forms can be validated at a rate of about 100,000 characters per hour using our fast, mass verification techniques. Any changes you make are instantly revalidated.
To simplify verification and workflow-oriented activities, a digital image for each form is available throughout the entire process. This image is subsequently archived, along with the form information.
Production overview
The features allows the user to monitor the production status of forms, sets and batches in your database. Select items of interest in any combination and copy them for further analysis in your external program of choice.
Integration
You can add your own functionality and integrate FORMS with any external system—for statistics, order pick lists, inventory updates, personnel files and more.
In all cases you get the security and flexibility that can be expected from a business-critical process.
Invoice preparation
This function allows invoice preparation from arrival to workflow, and integration with the major ERP/financial system of your choice.
This is a fast and reliable way to get your invoices into the accounts payable process.
Sorting
Supplier and buyer identities are detected and verified. The type (either general expense or purchase order), is detected, as well as identifying the document as either an invoice or credit note. Thus, the correct business rules are automatically applied.
Extraction and validation
Extended line item tables and multiple GST rates are extracted. All information is checked, using calculations, or by comparing with resident data. If document meets business rules, the invoice may bypass manual verification.
You can also use information from several ERP ledgers. If everything is correct, and the invoice corresponds to an approved purchase order, it can be posted automatically.
Verification
Individual operators have a personalized inbox containing only the invoices they are authorized to handle. Any correction is automatically revalidated according to the predefined rules.
Verification can easily be done over the Internet without any loss of security.
Scope
Documents arrive in several different formats through a number of different channels. ReadSoft offers the tools to process any combination, including handwriting that even human eyes would find hard to decipher. We digitize, classify, sort and distribute your incoming documents, fully prepared to suit your downstream processes.
Automation areas
Organizations with a substantial inflow of documents, such as insurance, energy, health care, and pension funds.
Document inflow is basically the same regardless of industry type. Our experiences cover different fields of industry, public service organizations, and governmental bodies, in many countries.
For further information please check our reference list or get in touch with us.
Enterprise Capture
Enterprise capture means that you use intelligent data capture software to capture information from incoming business documents such as forms, invoices, timesheets etc. This information is then automatically transferred to a document management system or electronic workflow. By implementing enterprise capture software, you can speed up your document management and achieve full business process automation.
Enterprise capture (sometimes also referred to as data capture, forms processing, or imaging) is the necessary starting point for automated document management and business process automation. Thousands of companies all over the world already use enterprise capture software to speed up document management and workflows and automatically capture information from business-critical documents.
Enterprise capture – how it works
ReadSoft’s enterprise capture software captures information from any incoming document. If it is a paper document, we use intelligent scanning to extract exactly the information you specify. Just specify the information you want to capture, and the enterprise capture software will transfer it straight into you document management system or workflow.
If it is an electronic document (PDF, XML, IDoc etc), the information is even easier to extract.
By using intelligent scanning, data capture, and imaging, the enterprise capture software can figure out which information is which on the document, without you specifying exactly where. The information can also be double-checked against your document management system to validate information and reach a higher degree of business process automation.
Enterprise capture – the benefits
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Enterprise capture (or scanning/imaging) is the necessary first step towards electronic document management and business process automation (the documents need to be digitized in order to be processed further.
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Enterprise capture speeds up processes like invoice processing and forms processing allowing you to handle the same workload using fewer resources.
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Enterprise capture reduces the number of human keying errors since the computers “read” the documents and capture information automatically.
With ReadSoft’s enterprise capture software, you will automate your document management and take the first steps towards full business process automation.
Read more about enterprise capture and document management >>