What OCR system does my business need?
You may have heard about OCR (Optical Character Recognition) technology and wonder if you should use it in your business. An OCR system extracts information from various types of documents and, with the help of other types of technology, allows you to convert that information into more useful formats like Excel or an ERP.
However, finding the right OCR system for your business can be challenging. We have carried out a market study to evaluate the various alternatives available. Although these systems offer speed and time savings, many of them have additional complexities that you must take into account before making a decision, such as the need to have an IT developer to implement them or the costs of implementation.
In this article, we'll take a look at some of the OCR document management systems available on the market and present their pros and cons to help you make an informed decision.
What are the main advantages of an OCR?
- Free Online OCR Systems
Free online OCR systems can be useful for converting a few specific documents, but they are not recommended for companies or consultancies that handle a large volume of documents on a daily basis.
The time it takes to process and use information downloaded through these systems may be longer than the time it takes to manually enter the information.
There are several online OCR systems available such as Convertio, Onlineocr, ilovepdf, among others. It is important to evaluate whether these systems are suitable for the specific needs of your company or consultancy before deciding to use them.
- Accounting or ERP systems with OCR functionality
It is true that accounting or ERP systems that have OCR functionality can be an advantage, since they are integrated into the system you may be using. However, these systems are not always specialized in OCR and data extraction, which can lead to some disadvantages.
For example, the OCR functionality may be limited to use within the accounting or ERP system and not allow the information to be downloaded for use in another way.
There may also be a slightly higher percentage of read errors, which would require more human validation, which defeats the goal of automating and reducing the margin of error.
In addition, these systems may have limits on the number of documents they can process, very high implementation costs, and long training times.
Examples of these systems are Adaral, Anfix, Odoo, Quipu, among others. In conclusion, it is important to evaluate whether accounting or ERP systems that have OCR functionality are suitable for the specific needs of your company or consultancy. Although they may have some advantages, they may also have disadvantages such as limited OCR functionality, a higher rate of read errors, and a limit on the number of documents they can process. If these limitations do not suit your needs, you may need to look for a specialized OCR system to improve data extraction and save time.
- Specialized OCR software for companies or consultancies
In short, there are specialized OCR (optical character recognition) systems that use AI and machine learning to extract information from various types of documents in seconds. These systems allow you to download the databases to Excel or integrate them directly with a management or ERP system, and are ideal for both companies and consultancies. In addition, these platforms allow reading and extracting information from different sources, such as invoices, tickets, delivery notes, pay slips, bank statements, among others.
An example of these systems is Dijit, which offers additional features such as the possibility of quickly sharing information between different users or clients, storing documents and assigning accounting entries automatically. You will be able to know how it works in the following link.
conclusions
The selection of the best OCR for your accounting or tax advice will depend on your needs and the number of documents to process. However, it is important to keep in mind some essential requirements to ensure efficient document management. These requirements are:
- A system capable of saving time in document processing.
- Flexibility to adapt to your document management needs and those of your clients.
- Ease of use, without the need for extensive training or implementation.
- Speed in data extraction and subsequent editing.
- Versatility to read and extract data from various types of documents.
- Ability to reduce costs.
Dijit is an OCR software that meets all the necessary requirements for efficient document management. Being a tool in the cloud, it allows you to extract data from invoices, tickets, delivery notes, payroll and more in just seconds. In addition, it converts the data to Excel to import it into the accounting system and share it with clients. With a processing time of less than 4 seconds per document, a user-friendly interface, and quick and easy post-editing, dijit.app is an excellent option to save time and costs in document management.
