Recognize and process document content automatically thanks to OCR.

How long in total have you been busy manually reading and processing textual information from PDF or image files? With the help of Synesty's Klippa add-on, automation of all repetitive data entry tasks is quick and easy. Automated document processing with the help of OCR can save your company time and money in many ways. For example, the areas of cost management and invoice processing benefit from machine learning processes.

What is OCR?

OCR stands for Optical Character Recognition. It is a technology that converts images or scans with text into digital texts. These can then be processed and examined with regard to desired information. This makes it possible to search for and extract specific data. This process is summarized under the term data acquisition. Afterwards, the extracted data can be easily processed in an ERP or database system. The entire process, from image transfer to the creation of digital texts to data verification, is called Intellegent Document Processing - IDP for short. And it is precisely in this process that Klappa is an expert.

How does OCR work?

Can a computer really read faster than I can? The described process of data processing may seem complex at first, but it only takes a few seconds. The reason for this is the machine learning approach. A computer looks at the text on an image or scan as individual shapes. It then converts these into the most appropriate letter. While this digitization of the text in images and scans helps in searching the documents for information, in terms of automation, there is still a crucial step missing: the extraction of the data. There are several ways in which this can be done.

Classic approach

The prerequisite at this point is that the documents are set up according to a defined structure and the respective information is therefore always located in the same place. This is the case with invoices, for example. The address fields are usually located in the upper left corner. The system can now mark this location in the document as "address" for itself and always extract the address from the transmitted invoices. This approach is particularly suitable for processing a large amount of data.

Use of AI

If information cannot always be found in the same place, a flexible approach and a system that independently searches for the required information within the document are needed. This is made possible by the use of artificial intelligence (AI), which does not search for fixed locations, but for characteristics of specific information. Accordingly, with the help of Klippa, the invoice address can be identified on the submitted scan or image, regardless of where it is located in the document.

What can be implemented with Synesty and the Klippa Add-On?

Many entrepreneurs rely on feeding their SAP, ERP or online store with information that can be found in image or PDF files in email attachments. To feed this information into the systems, the text is manually typed and copy-pasted. This process not only costs a lot of time, but is also extremely error-prone. With Synesty and the Klippa Add-On this error rate can be avoided and a process can be set up that neither you nor your employees have to execute. In the first step, the image or PDF files, which you receive for example from your business partner via e-mail, are automatically read in. These can be delivery bills, orders or invoices, for example. In the next step the Klippa Add-On is used. After Synesty has transmitted the contents, the Klippa OCR API can automatically recognize and extract the searched contents. These are in turn returned in the form of a Synesty spreadsheet. In the last step, you can now further process the prepared data and import it into the target system or store it as an Excel spreadsheet. This flow is ideal, for example, for the automatic posting of goods or to generate orders in your merchandise management or online store.

More use cases for the Klippa Add-On

A classic use case for the Klippa Add-On is the scanning of sales slips for cashback or loyalty points. When a company introduces a new product and guarantees cashback during a promotional period, the thought of having to check all the receipts submitted is horrifying. Automatic data processing, on the other hand, completes this task in no time at all and also creates the transfers, which now only need to be confirmed.

Your first steps with the Klippa Add-On by Synesty

Before you start automating your document processing, you should first define the ideal application. For this purpose ask yourself what your business goal is. Do you want to accelerate processes, save costs or improve employee satisfaction? Once you have defined your individual case, feel free to contact us to discuss implementation with the Klippa Add-On. Together we will evaluate solutions that fit your requirements. The goal is always to set up the automation in the best possible way, so that you can concentrate on your actual tasks again and at the same time still reduce the error rate in the processes as well as the costs.

What else you should know about Klippa

Klippa provides automated document management, processing, classification and data extraction solutions using AI. The company's in-house AI model has been extensively trained and is always learning. This makes it possible for structures and data on a wide variety of documents to be recognized and subsequently extracted.

Klippa can be used to recognize all Latin languages. Even the conversion of handwritten documents into digital texts is possible with Klippa. There is also no limit to the number of documents that can be analyzed with Klippa. The volume of these can be individually adjusted to your needs. Last but not least, Klippa's services are fully DSGVO compliant. So, your sensitive data is safe and processed only by ISO-certified servers within the European Union. If your business is not located within the EU, Klippa also makes it possible to set up a server in a region of your choice. In addition, there is an order processing contract in place and your data as well as that of your customers will be destroyed after processing.

Contact us now if you would like to import and process your document content automatically from now on!

Klippa bietet automatisierte Lösungen für die Verwaltung, Verarbeitung, Klassifizierung und Datenextraktion von Dokumenten mit Hilfe von KI. Das unternehmensinterne KI Modell wurde ausgiebig trainiert und lernt stets dazu. So ist es möglich, dass Strukturen und Daten auf den verschiedensten Dokumenten erkannt und anschließend extrahiert werden können.

Klippa kann eingesetzt werden für die Erkennung aller lateinischen Sprachen. Selbst die Umwandlung handschriftlicher Dokumente in digitale Texte ist mit Klippa möglich. Ein Limit der zu analysierenden Dokumente gibt es bei Klippa auch nicht. Das Volumen dieser kann individuell an Ihre Bedürfnisse angepasst werden. Zuletzt sei gesagt, dass Klippas Dienstleistungen vollständig DSGVO-konform sind. Ihre sensiblen Daten sind also sicher und werden lediglich von ISO-zertifizierten Servern innerhalb der Europäischen Union verarbeitet. Sollte sich Ihr Unternehmen nicht innerhalb der EU befinden, macht es Klippa auch möglich, einen Server in einer Region Ihrer Wahl einzurichten. Daneben besteht ein Auftragsverarbeitungsvertrag und Ihre Daten sowie die Ihrer Kunden werden nach der Verarbeitung vernichtet.

Kontaktieren Sie uns jetzt, wenn Sie Ihre Beleginhalte ab sofort auch automatisiert einlesen und verarbeiten möchten!