Virtually Eliminate Typing with Document Capture Software for Accumatica, Dynamics, QuickBooks, Navision etc. Invoice Automation, Healthcare Processing, Order Forms, Proof of Delivery Slips, Time Sheets etc.

Document Data Software Document Capture software follows a set of rules to automatically identify and read incoming documents (eg. invoices, waybills, time sheets and just about any other kind of document) that may arrive in the enterprise as scanned documents, email attachments, incoming faxes, files stored in a folder as well as EDI. Once identified (classified) and read, document capture software again follows rules to locate and read field data on the single or multiple page documents. If for any reason the document capture software is not satisfied with the reliability of what it reads, the file and field information are passed to a verification station where the data is reviewed by a human for a decision. Once all the documents and fields have been read by the system and meet or exceed the systems confidence level, the data and images (usually TIF or PDF) are exported to the next step in a workflow – which could be output to any database, or document management system like MaxxVault or to an ERP system like Accumatica and many others.

On occasion and depending on the type of document capture system in use, verification station users may route or forward documents to specific reviewers that have business responsibilities and process knowledge to complete the capture processing. An example for this might where an invoice has been identified and read successfully, however some of the rows of invoice data must be assigned to an accounting systems GL code – this would be manually assigned by a person familiar with the GL codes.

Document capture software is valuable for companies that have to process large volumes of documents and don’t want to be burdened with the manual data entry otherwise required. Also document capture software is very different than what’s generally understood as OCR (optical character recognition) page recognition software. Document capture software is a highly accurate rules based system, complete with significant validation tools like database lookups and character and field lengths and operates on machine and hand print documents and provides significant controls for exporting content where and the way you’ll need it; where as OCR software simply applies best guess recognition and only works on machine print and will create a Word or PDF document and does not extract fielded data to your database. Document capture software captures specific targeted alphanumeric data that supports a business process when released for export.

Depending how you look at it, even electronic forms solutions or eform solutions are considered document capture solutions as they also employ constrained rules based logic to produce and read web based eforms that can also be routed to individuals for further down stream processing and finally releasing the captured data to one or more external databases.

As documents enter the organization the effort to minimize or virtually eliminate data entry is accomplished with document capture software aka data capture software. Capture solutions also reduce the time spent proof-reading, reduce the risks associated with human error , present full-text search data for document management solutions). Additional benefits include: time and financial savings due to decreased paper handling, document loading, storage, distribution, courier costs, postage/shipping, faxes, telephone, labour and more.

Pulling from sources such as high-end scanning devices, Multi-Function Peripherals (MFPs), file system folders, email servers, Microsoft SharePoint servers, and FTP sites, Capture Solution quickly and efficiently captures and digitizes documents, forms, and faxes. The goal for implementing a document capture solution is to reduce the amount of time spent in the scanning and capture process, and produce metadata along with an image file, and or OCR text. This information is then released to a Document Management, Enterprise Resource Planning or Enterprise Content Management. These systems often provide a search function, allowing search of the assets based on the produced metadata, and then viewed using document imaging software. For data capture, the solution extracts important information such as machine printed text, bar codes, hand printed words and even checked boxes.

docAlpha is the most robust document capture solution that processes truck loads of any document content accurately and is licensed by the page count and users.

InvoiceAction is a module of docAlpha licensed to process invoices, waybills and other similar document types where the capture structure and rules have been predefined saving time and is licensed by the page count and users.

TeleForm is an easy to use interface that processes fixed forms easily that originate with hand or machine print, processing any type of structured document is licensed by the user and does not have a page counter.

Read the whitepaper on how intelligent form capture accelerates business processes for paper based & eforms processing

Paying Too Much for Invoice Processing - Get a Capture ROI

Invoice Automation Boosts AP Processing Whitepaper

InvoiceAction datasheet

TeleForm datasheet

Solutions

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Connectis works with organizations throughout the Canadian private and public sectors to define workflows that add efficiency, optimize business processes, reduce costs and improve services. Efficiently capturing and managing data and documents is a critical process for organizations, yet the effective control of information through its life-cycle, from capture through to extraction, is often a complex process. We provide innovative solutions that address these complex challenges and deliver results. From single to multiple office locations, we have several solutions that will provide the data results and productivity you may be looking for. Documents can be captured from virtually any electronic source: scanner, multi-function printer, email attachments, inbound faxes, web site forms and hot watched folders. Our systems will also read multiple language types, inquire within to learn more.

For many organizations, the initial receipt of a document is also the initiation of a process or transaction. Connectis capture software solutions enables organizations to efficiently capture this content directly where documents are received — whether in the central office, remote branch or home office — and deliver actionable, process ready data to core business systems, archives and processes.

We provide a single platform solution that leverages a single set of business rules, defined permissions, and job settings, regardless of the format, source, language or location where the document was received. With browser-based thin client technology, organizations with remote and distributed capture implementations can now remotely deploy and administer data validation stations, minimizing total cost of ownership. Remote users simply open a browser and start entering data. Users enjoy the web validation client’s intuitive, modern user interface, and the configurable screen layout ensures their highest productivity. With our Document Capture software you can apply advanced document classification and data extraction rules to your organization’s forms, for maximum process efficiency and reduction of manual labor. Save time pre-sorting forms with graphical layout-based automatic classification, and extract forms data easily and accurately with features like auto-registration, zonal image pre-processing, background removal, and automatic check box threshold. Advanced Forms Capture extends the range of the solution from capture-to-archive and simple indexing applications to more complex data capture-to-process business scenarios. Our capture solutions goes beyond data capture to automate the transformation of business-critical information from paper documents, faxes and electronic formats into process-ready information, and to deliver it into business systems, databases, workflows and document archives. Our software also works with document scanners to automatically straighten and improve image quality for even the toughest documents, providing dramatically better data capture results and eliminating the need to re-scan documents.

Cost of Manual Data Entry

In today’s global economy, information exchange is vital. Competitive advantage goes to the companies that can share information and collaborate quickly and accurately in the most cost-effective manner.Combine this with government requirements around data accuracy, security, and auditing, and your company’s very survival is at stake. Accurate, timely, and efficient data capture has quickly moved into virtually every corporation’s list of top business concerns.Important data can reside within documents that are created anywhere within an organization. Since 80% of all business data is unstructured, the challenge to integrate it is magnified. How do you effectively share this data, regardless of its form (paper or electronic), and satisfy everyone’s needs? The classic solution is to assign more people to manually handle data capture needs. You can hire resources to scan and convert customer orders, vendor invoices, and government tax documents, to name a few. However, this solution doesn’t scale well, increases your costs, and lessens your ability to compete globally.

Besides being wasteful (most documents are reprinted or copied up to 19 times),manual data processing is slow and error-prone.Let’s examine some of the labor and material costs associated with data capture and processing within
a typical organization:

Single document filing cost: $20
Searching for a misfiled or wrongly categorized document: $120
Reproducing a lost document: $220
Invoice processing (critical to revenue generation): up to $80

These activities and their associated costs increase the cost of each sale and cut directly into your company’s margins. Lowering or eliminating these costs should be a priority, as the associated money can be retargeted to new revenue generating activities. In fact, manual document capture and data processing result in further unbounded costs to your company.Invoice data capture is one of the most important tasks that businesses have to undertake in their daily routine. Invoices contain important data relating to the transactions that occur between the business and the vendor. Manual data entry is the predominant method used for invoice processing although it is slow and inaccurate. Many businesses have experienced the flaws of manual invoice data capture firsthand. Research conducted by the Institute of Management and Administration has shown that manual invoice processing is both costly and inefficient. The studies reveal that capturing invoice data, invoice approval, invoice retrieval and missed cash discounts account for 72% of the cost involved in invoice processing. In the accounts payable department, the average business will make 19 copies of each document and will spend $20 filing them. All of these labors and tasks can be easily avoided with automation software, which will perform electronic invoice data capture. Studies show that automation software can cut salary related costs by 87%, among other savings. Electronic invoice data capture is being utilized by more and more offices in the ongoing attempt to maximize efficiency and minimize internal cost. Automation software is accurate, allowing for timely and correct invoice processing. Connectis provides various tools and technologies in Data Capture stream to automate the whole process of procurement to pay and Order to cash.

Reasons Capture is Key

The ability to capture documents and make their information available has become increasingly important for a number of reasons, in particular regulatory compliance requirements, information security, and the competitive business environment. The data capture form is critical to an ongoing business. Basically, any data capture form affects the movement of the business in terms of customer service, cash flow and financial control, service level agreements and Government imposed regulations. Data capture form reduces the tedious task of encoding data and information from a printed document into a computer system. An automated scanning system that identifies and records invoices into a readable computer form is the most known component that uses data capture form. With each scan of the invoice or the document, you are immediately given the option to store these files at a specified location and format for easy access when the need arises.

Document Capture Technologies automates and accelerates business processes by capturing all types of paper and electronic documents and forms, transforming them into accurate and actionable information, and delivering it all into your core business applications, processes and workflows. Whether your information is on paper or in electronic files, parked at a central office or scattered on desktops and remote offices throughout the world, — Document Capture Solution can help you capture it all quickly and accurately, ensuring complete chain of custody of the content and accelerating core business processes and solutions. The basic capture of data from structured forms is a well-understood process. (A structured form is one where both the type of information and its location on the form are known in advance.) However, most companies also receive a large number of forms such as invoices from other organizations; the relevant data on these forms could be almost anywhere on the page. In the case of invoices, data capture alone does not identify where the important pieces of information (vendor, address, items, prices, payment terms, and so on) are on the page. And it does not match the invoices with the corresponding purchase orders. Also, data capture results depend on the image quality of the scanned documents. Documents that have colored or patterned backgrounds, that have been marked with highlighter pens, or that are crooked when scanned can yield poor OCR results. Fixing these bad results means either adjusting the scanner settings and re-scanning the document (perhaps multiple times) or manually keying in corrections to the electronic data.

Industries

As the financial industry regains its footing after the economic downturn, many companies are taking a more disciplined approach to cost control and risk management. Banks are adapting to a changed marketplace – one that rewards cost control and risk management, but also offer fresh opportunities for growth. This means tighter oversight over typical transactions such as new account openings, credit card application processing, commercial loan processing, title insurance, mortgage loan processing, as well as standard customer correspondence.

Industry instability, competition and increased client expectations drive increasing demands for prompt and reliable financial services from bank, insurance and credit institutions. While automation makes many financial transactions nearly instantaneous, there are still many paper intensive processes subject to processing and approval delays, including opening new accounts, updating know your client/customer (KYC) information, completing mortgage applications and contract life-cycle management. Furthermore, regulatory oversight of these same processes and related information requirements limit execution speed. Automating and simplifying these processes with Connectis Capture solutions helps the Financial Services industry improve productivity, improves actionable business knowledge, optimizes resources and budget, and assures compliance.

Leading financial institutions are adapting to a new type of consumer, those who are tech savvy and very demanding. In this new digital age, consumers expect financial institutions to provide them instant access to their accounts through mobile and web. This is why so many banks are modernizing their business processes with enterprise data capture solutions and relying on our professional consultations to choose the best fit from our broad range of Capture solutions. From fast compliant loan processing to opening hassle-free accounts, Connectis Data Capture Solutions delivers efficiency while reducing costs. All our capture brands come fully bundled with Intelligent Document Capture features out of the box. Connectis Group helps financial services institutions like banks, insurance agencies and credit unions automate and streamline their business for improved contract management and compliance management, account open and sales configuration management, overall operations performance and a better bottom line.

Companies are data and document driven. So having access to documents as quickly as possible provides better customer service while improving the ability to process policies, claims, and general customer correspondence. From new policies to beneficiary changes to records management, documents are essential to identify, classify, track, and save. Connectis enables our Insurance clients to reduce labor costs, speed documents to their proper repository or workflow, and provide audit ability and tracking for compliance monitoring.

Drive New Business with Outstanding Customer Service
Spend more quality time with customers by eliminating labor-intensive document handling, validation, and data entry tasks
Thrill customers with ultra-fast account openings using touch-less processing of enrollment forms and verification documents
Systematically track documents and data from the moment they enter your organization to final archive, facilitating efficient audits
Establish efficient document validation and disposition practices that conform with the latest government and industry regulations, including Basel III, FATCA, and the Dodd-Frank Act
Eliminate delays by launching straight-through processing of documents immediately after receiving them
Lift productivity by processing more documents with the same or fewer resources

The Centers for Medicare and Medicaid Services predicts that healthcare spending will grow from $2.8 trillion in 2014 to nearly $4.5 trillion in 2020. In addition to this rapid growth, the healthcare industry is continually confronted with challenges unlike anything experienced by other industries including the responsible use of new medical technologies, the stringent regulations established by The Joint Commission, unrelenting cost pressures, and the higher expectations of better informed consumers. The pressures in health care provision are substantial and increasing competition, government regulations, cost controls, and demands for higher quality patient care is causing a load on systems that health care institutions find difficult to manage. Accurate patient information and availability of that information when it’s required is a must. In health care organizations, patient information is a combination of sources including standard records, images and notes. Many healthcare organizations such as hospitals and clinics, have adopted electronic health record (EHR) or electronic medical record (EMR) systems to operate more efficiently and reduce costs while maintaining high-quality patient care. Today’s healthcare providers are required to connect electronic patient records with the existing paper records and to retrieve information from paper-based documents that arrive every day. Manual data entry of the critical information from those documents is time-consuming, prone to error and expensive. Maintaining paper and electronic records is expensive and locating or sharing paper files can cause delays.

Connectis Group provides Data Capture Solutions to the healthcare industry, providing hardware, software, and services to solve specific business issues related to patient safety and workflow optimization. We have a comprehensive understanding and deep expertise in the integration and management of the enterprise information systems used to automate the paper based and electronic information systems. Connectis solutions enables healthcare organizations to optimize document-driven processes through automatic documents classification, highly accurate information capture and routing of documents and the extracted patient data to health information management systems (HIM). By automating this process, healthcare providers can ensure the information is available for patient care or patient accounting with minimal efforts. We offer a range of software that can be installed as stand-alone applications or integrated into your existing enterprise systems. We can also provide complete solutions that include the hardware, software, and services to help improve positive patient identification, enhance medication administration systems, or optimize the workflow throughout the hospital. Our data capture solutions captures documents from all sources as they enter the organization. Whether unstructured, semi-structured or structured in format, all data is automatically captured at the point of entry, extracted, classified and verified, and fed to the relevant systems within the health care organization. Information listed on structured forms and documents such as patient records, lab analysis requests, patient admission forms, employee time sheets and others can be captured faster and more accurately and delivered to the enterprise applications that provide service and patient information. Our data capture solutions to Healthcare industry easily performs forms processing and handles common semi-structured business transaction documents, such as invoices, purchase orders, credit notes and others, that form part of the normal class of business transactions among trading partners. We help Healthcare industry improves accuracy, speeds processing and eliminates much of the manually labor which would be required, thanks to automatic data capture. Compliance to industry regulations becomes simple with transparency and easily retrievable, accurate data. For the health care institution this translates into better patient care and services, reduced costs and improved margins.

Key Benefits

Streamline patient records, explanation of benefits (EOBs) and healthcare claims processing. Ease the move to EHRs/EMRs by automating classification and capture of all medical documents that become part of the complete patient record.
Eliminate expensive manual labor through automated processing of healthcare documents. Increase staff productivity to enable employees to focus on core duties instead of manual data entry.
Reduce errors dramatically by using cutting-edge OCR/ICR/OMR/barcode recognition technologies and data validation against patient accounting and other systems.
Enable quick retrieval and delivery of patient data to physicians, nurses and other healthcare professionals to support better healthcare decisions.

Increasing pressures to manage immeasurable volumes of paper and information is a serious issue in national, state, and local government sectors. At the same time public sector organizations must deliver public services efficiently and cost-effectively.The need for a solution that can easily, rapidly, and efficiently transform any inbound information into useful and accessible data, whether it is from mobile, electronic, paper, or other sources, structured, semi-structured or unstructured in form, is clear. The economic climate is forcing government organizations to contend with critical and competing demands. Agencies must expand social services, stimulate and accelerate economic recovery, provide better customer service and comply with privacy and environmental regulations – all while cutting costs and handling an ever growing workload. From public services to tax and revenue management and the host of administrative tasks at both the local and national level, Connectis provides powerful productivity-enhancing solutions for its government customers. Achieving the highest levels of security, accuracy, scalability and efficiency, Connectis automates document-driven business processes and virtually eliminates manual tasks.

Connectis Group Data Capture Solutions enables government organizations to handle these conflicting needs by securely automating the capture, processing and archiving of documents, helping agencies increase efficiency, reduce costs and paper, improve service and become leaner and greener. Connectis Group has a proven record in improving efficiency and customer service in the public country worldwide. Our data capture solutions with its powerful, intelligent OCR software, enables governments to automatically collect, verify and use critical content and data that is entering their systems in order to drive the services their citizens expect.Staff gain access to the data they need at the earliest point. Our Capture solutions enable government bodies to create and process information from virtually any form –paper, web or mobile -with immediate improvements in the accuracy of data, increases in productivity and efficiency and data immediately exported into management systems.Improved efficiencies and higher data accuracy means that they need spend less time resolving mistakes. Streamlined processes, improved transparency and easy data retrieval makes compliance to standards and regulations simple.

Efficiently process high-volumes of documents in varying formats from numerous sources: correspondence, contracts, reports, records, surveys, census forms, voting ballots, pension forms, tax data, etc.
Manage, share and control public documents over multiple departments
Provide faster request response time
Preserve and provide searchable access to fragile archived documents
Ensure document safety with disaster recovery for flood, fire or earthquakes
Preserve confidentiality for large volume of sensitive records
Automate the input of information to multiple processes and enable cross departmental collaboration on one platform
Make high quality data available and accelerate communication and service delivery to constituents and businesses
Automate the capture and processing of documents, eliminating manual data entry and search, paper storage and shipping
Trace and audit the acquisition of data from the point of entry, across each touch point, to final archive

We help Manufacturing professionals to spend more time managing their processes and less time firefighting by removing errors in the data. To meet the specific requirements of manufacturing and warehousing companies, a data capture solution must be compatible with a wide variety of data collection devices and distributed capture platforms. It must also have local and global scanning, capture and retrieval capabilities and work reliably in harsh environments, with diverse data sources and low-quality documents. A crucial requirement for any manufacturing organization is being able to control the costs it incurs at every stage of the business process. To succeed in today’s globalized economy, manufacturers must maximize automation and efficiency every step of the way.

Connectis capture software can enhance manufacturing document scanning, imaging and capture processes in a number of areas, such as order processing, accounts payable and receivable, regulatory compliance, human resources management, operations management, quality assurance, inventory maintenance, and more. We provide innovative data capture solutions that automate document processing and virtually eliminate time-consuming presorting and error-prone manual data entry — with unmatched accuracy for great results. No matter their type, incoming documents can be instantly classified and selectively processed, extracting valuable data for efficient batch processing and saving your company time and money.