Does your company still transcribe data from invoices, orders or medical records by hand? If so - it's time to change it. Manual handling of documents is not only a waste of time, but also a source of errors that can cost you much more than you think. The solution? OCR technology, or optical character recognition.
In a nutshell: OCR technology transforms scanned documents into digital text. It sounds simple - but the results are spectacular. Data that previously had to be manually entered into ERP or CRM systems goes there automatically, accurately and almost instantly. It is thanks to OCR that companies can automate processes that previously required laborious human labor.
The logistics and distribution industry generates thousands of documents every day: from invoices to order forms to delivery protocols. Speed and accuracy in processing this data are crucial - especially where time is of the essence.
OCR technology eliminates the risk of errors due to human error, such as incorrect transcriptions or typos, and dramatically speeds up information circulation. Instead of hours spent on transcribing documentation - ready data in seconds.
Invoices are one of the most common use cases for OCR technology. Many companies still receive them in PDF format or as scans, which means manual data entry is required. OCR automatically recognizes the invoice number, date, contractor details, amounts and VAT rates. This allows for further automation and, for example, the data can be sent to the accounting system instantly.
The result? The need for manual transcription disappears, and the risk of typos drops to virtually zero.
In companies where purchasing processes are intensive, processing order documents can be quite a challenge. With OCR technology, data such as item numbers, quantities, prices or product descriptions are automatically read and transferred to warehouse management systems. This not only saves time - it also guarantees data consistency and faster order processing.
In the distribution of medical equipment and products, the margin for error does not exist. Tracking lot numbers, expiration dates or regulatory compliance - all of this can be improved with OCR technology. The system automatically reads data from delivery documents or labels and sends it to quality, compliance or batch control systems.
Like any technological solution - OCR works best when it gets good input data. An unclear scan, a folded or crooked sheet of paper, or poor-quality printing can affect recognition performance. That's why it's worth taking care of the quality of the scans, the right equipment and staff training.
It is also worth remembering that modern OCR systems are getting better and better at dealing with various challenges - but no algorithm will work wonders if the source material is illegible. That is why it is so important to implement standards for digitization of documents in the company.
OCR technology is not only time saving. It's also:
Implementing OCR does not require a revolution in your IT system. With the right plan and a technology partner like 2Simple, the integration goes smoothly and the results are visible immediately.
Before you start using the possibilities offered by OCR technology, it is worthwhile to have a good understanding of your company's needs and capabilities. Testing on real data will allow you to see how the system handles a particular type of document and what results it can produce.
Does manual document processing still make sense?
This is a question worth asking yourself today. Are you saving money by sticking with your current methods - or are you losing time, money and competitive advantage?
OCR technology won't solve everything in one click, but in the hands of a reliable IT partner, it can revolutionize the way your company works with documents.
Tired of manual data entry? Want to know how OCR technology can work for you? Let's talk - specifically, without obligation.
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