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How to Use OCR to Streamline Invoice Verification in Agicap's Accounts Payables
How to Use OCR to Streamline Invoice Verification in Agicap's Accounts Payables

Agicap's OCR feature automatically extracts key information from your invoices, making invoice verification faster and easier. By leveraging machine learning, OCR reduces manual data entry and improves efficiency in your Accounts Payables process.

Updated over a month ago

What is OCR and How Does It Help You?

OCR (Optical Character Recognition) is a tool that detects information in documents like PDF files to assist you in verifying invoices. It reads the invoice details and fills them in automatically, saving you time and reducing errors.

When is OCR Triggered?

OCR is activated in the following scenarios:

  • Manually importing an invoice

  • Forwarding an invoice by email

  • Scanning or importing an invoice via the mobile app

However, OCR is not triggered when:

  • Synchronizing an invoice via SDI Integration

Information Detected by OCR

The OCR feature extracts the following data from your invoices:

  • Amount

  • Beneficiary

    • If the beneficiary already exists in Agicap and is recognized by OCR, a suggestion is made in the verification form.

    • If the beneficiary doesn't exist, you can create it. The name and IBAN fields might be pre-filled if OCR detects this information.

  • Invoice number

  • Billing date

  • Due date

The title of the invoice is set as:

  • "Supplier name - Invoice number" if both pieces of information are detected.

  • Original file name if one or both pieces of information are missing.

How to Use OCR in Your Invoice Workflow

Manually Importing an Invoice

  1. Go to Invoices in your Agicap dashboard.

  2. Click on Import Invoice.

  3. Upload your invoice file.

  4. The OCR will automatically extract the information.

  5. Review the detected details and make any necessary adjustments.

  6. Save the invoice to your records.

Forwarding an Invoice by Email

  1. Forward the invoice email to your dedicated Agicap email address.

  2. The OCR will process the attached invoice.

  3. Check the Invoices section to review and verify the extracted information.

Scanning an Invoice via the Mobile App

  1. Open the Agicap mobile app on your device.

  2. Use the Scan Invoice feature to capture an image of the invoice.

  3. The OCR will analyze the image and extract the data.

  4. Verify the details and save the invoice.

💡 Tips for Getting the Best OCR Results

  • Ensure that your invoices are clear and legible.

  • Use standard formats like PDF for better accuracy.

  • The more you use OCR, the smarter it gets thanks to machine learning improvements.

Q&A ❓

What should I do if OCR doesn't recognize certain information?

If OCR misses some details or detects incorrect information, you can manually enter or correct the data during the verification step before saving the invoice.

Can I trust OCR to always be accurate?

While OCR greatly reduces manual entry, it doesn't guarantee 100% accuracy. Always verify the extracted information to ensure it's correct.

Why doesn't OCR work with SDI Integration?

OCR isn't triggered when synchronizing invoices via SDI Integration because the invoices are processed differently. In this case, you'll need to verify and manage the invoices manually.

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