What is OCR in Accounts receivable ?
Optical Character Recognition (OCR) in Accounts receivable allows you to import invoices from PDF documents or images, and automatically extracts essential information for you. By default, we use our own OpenAI OCR technology, providing high accuracy in most cases. If needed, you can switch to our partner Klippa's OCR for alternative results.
How to use OCR with PDFs and Emails
Importing invoices from PDFs or Images
Navigate to the Invoices section in Accounts receivable
Click on Import Invoice and select From PDF doc and images.
Upload your PDF file or image of the invoice.
The OCR will process the document and extract key information automatically
Importing Invoices via Email
Forward your invoice email to your dedicated Agicap email address provided in Accounts receivable.
The OCR will process the attachment and extract the data.
What Data is Automatically Extracted?
The OCR feature automatically captures the following information from your invoices:
Invoice Number
Amount (including taxes)
Issue Date
Due Date (calculated using payment terms if applicable)
Client Name
💡 If the client already exists in your Agicap account, the OCR will suggest matching clients or contacts for easy association.
Manually adding additional information
Some details are not extracted by the OCR and need to be entered manually:
Title of the invoice
Expected Payment Delay
To add these:
After the OCR has processed your invoice, review the extracted information.
Fill in any missing details in the provided fields.
Save the invoice to update your records.
Enhancing OCR Accuracy
If you notice that the OCR didn't extract certain information correctly for a lot of your invoices, you can help improve its accuracy:
Provide Examples: Share PDFs of invoices where the OCR had issues.
Highlight Discrepancies: Specify what was recognized and what should have been recognized.
Contact Support: Reach out to our support team with this information to assist us in improving the OCR.
Your feedback is invaluable in enhancing the OCR feature for everyone! 👍
💡 Tips
Switching OCR Providers: If you're not satisfied with the OCR results, try switching to the alternative OCR provider in your settings.
Client Recognition: Ensure your clients are added to Agicap beforehand for smoother OCR client suggestions.
Daily Upload Limits: Take advantage of our generous daily upload limit of 1,000 files with the new OCR system.
Q&A ❓
How can I switch between the OpenAI OCR and Klippa OCR?
You need to ask Agicap support team to do so
What if the OCR doesn't recognize my client's name?
Make sure the client is already added to your Agicap account. The OCR suggests clients based on existing entries. If it's a new client, you'll need to add them manually.
Can I upload multiple invoices at once?
Yes! You can batch upload multiple PDF invoices, and the OCR will process each one individually. This is a great way to save time when handling large volumes of invoices.