AI or OCR software for data entry

[Dugie]

Does anyone have experience or a recommendation on AI or data scanning software for date entry? Looking to streamline some processing my office and we have an large amount of time going into keying line item orders into our accounting system. We can't use EDI at this point although working on that as well.

Any reviews and cost modeling that you can share would be appreciated!

[Bill]

Need a little more information.

How are these orders received? By phone? Paper orders? Off your website?

[Dugie]

By fax mainly, so paper.

[Dugie]

a small few are received by email.

Obviously as our customers are able we certainly would prefer email, so ideally something that could at some point handle both.

We scan paper to email now and forward most orders along by email, keeping the paper copy for records.

[Dugie]

Checking back to see if anyone has any experience with software of this type.

[WItoTX]

I am looking for something similar, and have a couple demo's set up over the coming weeks. Internet research says AI just isn't there yet. And the more I dig on AI, the more it's clear it's just a data collection and response tool, so only as good as the information put into it.

I'd say give it 5 years. Or hire a half dozen admins and have them do data entry. Which is the route I am currently leaning.

[Dugie]

I am looking for something similar, and have a couple demo's set up over the coming weeks. Internet research says AI just isn't there yet. And the more I dig on AI, the more it's clear it's just a data collection and response tool, so only as good as the information put into it.

I'd say give it 5 years. Or hire a half dozen admins and have them do data entry. Which is the route I am currently leaning.

Keep me posted on the demos, it seems the simple tech is out there but costly as far as I can tell. I do have hands hired just trying to make them more efficient and prepare for growth.

[Notaguide]

I'm currently using AI software for smaller scale construction data entry (custom builder) in conjunction with Intuit (quickbooks). As mentioned, it's as good as the information applied. Invoicing can be emailed by vendors direct to the software email address, scanned in office and emailed, or uploaded from a phone app by photo. AI has surprised me at times with its ability to learn and read some of the invoicing. It's been a substantial time saver with Quickbooks entry as they sync to each other. With correct cost codes, budget and expense tracking has been a huge benefit for construction draw purposes. It still requires to be reviewed and corrected within reason but has saved me from hiring a second part time employee. Not sure on a larger scale it works as well though.

[txbowman12]

Most of the ocr software you are looking for is in the AP automation space, typically for vendor bills, sounds like you want it more for PO entry

we use beanworks (now quadient) for AP automation. Still need an admin type person to check for accuracy, but that’s way faster than complete data entry. They have a PO module in addition to the AP Module, so in theory you could automate both on the same platform. Pushes the transactions automatically into quickbooks, but keeps the digital records (pdf files of invoices) outside of quickbooks so your file size stays low.

edit to add: you can hook that fax machine up to an email address that will automatically pick up the fax and load it into the system, so no more time spent getting an order loaded, just check data and process

[Dugie]

I'm currently using AI software for smaller scale construction data entry (custom builder) in conjunction with Intuit (quickbooks). As mentioned, it's as good as the information applied. Invoicing can be emailed by vendors direct to the software email address, scanned in office and emailed, or uploaded from a phone app by photo. AI has surprised me at times with its ability to learn and read some of the invoicing. It's been a substantial time saver with Quickbooks entry as they sync to each other. With correct cost codes, budget and expense tracking has been a huge benefit for construction draw purposes. It still requires to be reviewed and corrected within reason but has saved me from hiring a second part time employee. Not sure on a larger scale it works as well though.

which program are you using?

[Dugie]

Most of the ocr software you are looking for is in the AP automation space, typically for vendor bills, sounds like you want it more for PO entry

we use beanworks (now quadient) for AP automation. Still need an admin type person to check for accuracy, but that’s way faster than complete data entry. They have a PO module in addition to the AP Module, so in theory you could automate both on the same platform. Pushes the transactions automatically into quickbooks, but keeps the digital records (pdf files of invoices) outside of quickbooks so your file size stays low.

edit to add: you can hook that fax machine up to an email address that will automatically pick up the fax and load it into the system, so no more time spent getting an order loaded, just check data and process

Appreciate the feedback, yes we have the fax to email hopefully that will work, again thanks for the lead.

[Bill]

Heck, I didn’t know anybody other than doctor’s offices still used a fax machine

Just an idea here. I don’t know what business you’re in, but think about transitioning to a web-based system. Look at your competitors and how you place an order with them. A business web developer would know how-to and cost to implement.

That’s the best I’ve got.

[Notaguide]

which program are you using?

Adaptive

[CaptainDave]

Most of the ocr software you are looking for is in the AP automation space, typically for vendor bills, sounds like you want it more for PO entry

we use beanworks (now quadient) for AP automation. Still need an admin type person to check for accuracy, but that’s way faster than complete data entry. They have a PO module in addition to the AP Module, so in theory you could automate both on the same platform. Pushes the transactions automatically into quickbooks, but keeps the digital records (pdf files of invoices) outside of quickbooks so your file size stays low.

edit to add: you can hook that fax machine up to an email address that will automatically pick up the fax and load it into the system, so no more time spent getting an order loaded, just check data and process

X2

I've had similar experiences with AP bill pay automation and OCR technology, however, it was done through SAP Concur. I've also seen certain lease management softwares incorporate an OCR component in order to automate the reading of key fields within lease agreements. That was Trullion Software, however, it's specific for lease management.

The OCR technology has gotten a lot better over the last few years, however, it still is not perfect. As mentioned, tt still requires some human intervention for accuracy and data validity checks. Also, I've noticed the quality and type of the document being read is a variable. For example, a good clean PDF file with recognizable text will work great with OCR technology. However, a blurry, scanned file coming thorugh email or a fax machine won't be read nearly as well. There are also ways to try and convert documents into more recognizable text images. Regardless, in the right circumstances, manual data entry can be cut down considerably.

[Dugie]

Heck, I didn’t know anybody other than doctor’s offices still used a fax machine

Just an idea here. I don’t know what business you’re in, but think about transitioning to a web-based system. Look at your competitors and how you place an order with them. A business web developer would know how-to and cost to implement.

That’s the best I’ve got.

We are not in control of how the orders come over, we would love email and have a few that do come that way, however we take order however our customers will send them...LOL...their systems are our limitation.