Optical Character Recognition (OCR) is a powerful feature that automatically extracts key data from your uploaded PDF (or scanned) invoices. The OCR converts them into e-invoices, which makes them searchable. This technology saves you time by eliminating manual data entry and makes your invoice processing more efficient.
Why Use OCR?
Find invoices faster: Search for invoices using extracted data like invoice numbers or supplier names.
Save time on data entry: Automatically fill in fields like amounts, dates, and banking details.
Fewer mistakes: Reduce errors caused by manual input.
Simplify payments: Extracted banking details make payment processing smoother.
How OCR works
Data extraction
When you import a PDF invoice, the OCR automatically extracts these key elements:
Supplier/customer information
Document type (invoice, credit note, expense)
Invoice number and dates
Currency and amounts (VAT exclusive/inclusive)
VAT rates
Reference numbers
Banking details (IBAN)
Processing states
After upload, documents are automatically processed through OCR
Each document receives a color-coded status based on its due date
You can view processing events and status in the document details
Tips for best results
Ensure scanned documents have a minimum resolution of 300 DPI
Use clear, legible copies of your documents
Check that all important information is visible and not cut off
Manual options and troubleshooting
Skipping OCR
Need to process an invoice quickly?
Access the details page to enter data manually
Useful when you need to forward documents to your accountant immediately
Why was OCR cancelled?
OCR may be cancelled if:
The document is not an invoice
The document is unreadable
Important information is missing
When OCR is cancelled:
The document will show an Awaiting Validation status
Some fields may be incomplete
Check the document's activity log for specific cancellation reasons
FAQ
How long does the OCR process usually take?
The OCR process typically takes a few minutes to complete. However, during peak times or for complex documents, the process might take longer.
What happens if the OCR makes a mistake?
You can easily edit any information by clicking on the field and typing the correct data. We recommend reviewing the data to ensure accuracy.
Can OCR handle invoices in different languages?
Yes, the system recognizes numbers and standard invoice fields regardless of the invoice's language.
Can I use OCR for handwritten invoices?
Our OCR system is optimized for typed/printed invoices. While it may recognize some handwritten elements, we recommend manual data entry for handwritten invoices to ensure accuracy.
Is the OCR process secure?
Yes, all OCR processing is done securely using encrypted connections. Your invoice data is protected throughout the entire process and complies with data protection regulations.
Does OCR work with scanned copies of invoices?
Yes, OCR works with scanned invoices, but the quality of the scan matters. For optimal results:
Use a minimum resolution of 300 DPI
Ensure good contrast between text and background
Avoid shadows and wrinkles in the scan
Make sure the entire document is captured
Can I process multiple invoices at once?
Yes, you can upload multiple invoices simultaneously, and our OCR system will process them in parallel. Each invoice will be processed independently, and you can track their progress in Purchase or Sales Invoices.