Question 1

What types of documents can the system process?

Accepted Answer

The system can process all common business documents - incoming invoices, outgoing invoices, orders, delivery notes, credit notes, advance invoices, contracts, and more. AI recognition works with various formats and supplier templates.

Question 2

How accurate is the OCR recognition?

Accepted Answer

Our system achieves 99% accuracy in recognizing text from documents. The AI is trained on hundreds of thousands of invoices and documents, so it can recognize even non-standard formats. With poor quality scans or photos, accuracy may be lower, but the system will alert you to low confidence and allow manual review.

Question 3

Do I have to manually check all extracted data?

Accepted Answer

No, for standard documents with high recognition confidence (above 95%), you can set automatic approval. The system only alerts you when problems are detected - mismatched amounts, missing data, suspected duplicate. Only these cases require manual review.

Question 4

How does automatic categorization work?

Accepted Answer

AI analyzes document content (supplier, item descriptions, purpose) and automatically assigns category and accounting items. The system learns from your previous decisions - if you once assign a supplier to a certain category, it will automatically use the same category for future documents from them.

Question 5

Does the system support multi-level approval?

Accepted Answer

Yes, you can set different approval rules based on document value, type, or supplier. For example, documents up to €100 are approved automatically, up to €1000 require project manager approval, and over €1000 require director approval. System automatically sends notifications to approvers and tracks progress.

Question 6

How does the system detect duplicate documents?

Accepted Answer

With each upload, the system checks if an invoice with the same number and supplier has already been processed. It also alerts if the same amount and due date occur, even if the invoice number differs (possible error in the number). This eliminates the risk of duplicate payments.

Question 7

Which accounting systems can we export data to?

Accepted Answer

The system supports export to the most popular accounting programs - QuickBooks, Xero, Sage, FreshBooks, and others. Export happens via standard formats (XML, CSV) or API integrations. If your accounting system is not directly supported, export to Excel always works.

Question 8

Can documents be processed via mobile app?

Accepted Answer

Yes, the mobile app allows you to photograph a document directly on site or in the office, and the system processes it immediately. This is useful for quick recording of received invoices, expenses, or receipts. The document is processed and ready for approval before you return to the office.

Question 9

How are documents archived and for how long?

Accepted Answer

All documents are securely archived in digital form with original scan and extracted data. Archiving meets legal requirements - documents are stored for at least 10 years with the ability to search and download anytime. Each document has an audit trail with history of all changes and approvals.

Question 10

What happens if OCR doesn't recognize data correctly?

Accepted Answer

The system alerts you if recognition confidence is low (below 80%). You can then manually check and correct the document. Corrected data is used for AI training, so accuracy will be higher for similar documents in the future. You can also upload the document again in better quality.

Question 11

Is the system suitable for small companies with low document volume?

Accepted Answer

Yes, even if you only process 20-30 documents per month, automation will save you hours of work. Instead of typing each invoice, you just check the extracted data. Plus you have order in the archive and easy searching. As your company grows, the system grows with you.

Question 12

How does the system ensure protection of sensitive data?

Accepted Answer

All documents are encrypted and securely stored in the cloud with automatic backup. Access to documents is controlled via roles and permissions. Audit log records all accesses and actions. The system is fully GDPR compliant and adheres to data protection standards.

Intelligent Document Processing with AI

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