The world we live in offers all kinds of opportunities, but also many challenges. Professionally, professionally, we can “conquer” many peaks by relying on modern technologies – this applies in full force to the way we work with documents, and in particular – how we process, sort and store them.
Solutions such as software forms processing are an innovative technology that allows for the rationalization of the entire accounting process when it comes to documents of a similar type. Quickly, with high accuracy, with less cost and very easily – this is what can be achieved when implementing work automation solutions
Why rely on automated form processing instead of manual processes?
Even at the very beginning of today’s article, there was a mention of the advantages of a software solution like those of Smart Soft – it is an intelligent way to manage key company information, which often comes to the company in the form of documents such as forms. Here are the main reasons why more and more organizations and even individuals are choosing document processing automation technology:
- using OCR technology to intelligently extract important information – optical character recognition is based on AI (artificial intelligence), which helps to recognize various types of symbols and structures in a single document, and in parallel with this, it is observed a very high level of understanding of the context. OCR technology has become the first assistant for employees in accounting departments and office administrations who are looking for a rational way to deal with piles of documents and especially forms;
- processing a wide range of form types – in our daily lives, we encounter documents of all types, including forms. They may come in many varieties: questionnaires, contracts (including handwritten ones), medical and insurance claims, etc. In addition to commercial sectors, forms are also very common in industrial sectors. This type of document is characterized by a square where marks are inserted, lines for writing text, as well as other structural elements, which are sometimes very predictable for software, but other times – difficult to understand;
- high results in three types of forms: semi-structured, with understandable structure and unstructured – documents with a completely fixed structure/format are very easy to understand and process by automation technology. Their layout is predictable because they have a standardized structure, have the same number of pages, and visually look very similar. For example, insurance claim forms can be given;
- dealing with different challenges – semi-structured and unstructured forms differ from the discussion in terms of the number of lines per page, the number of pages, the arrangement of data/information, and the lack of a concrete structure. In this case, the software must demonstrate flexibility in order to successfully process available information. Fortunately, Smart Soft’s technology is designed to self-improve and learn from its mistakes, which is made possible thanks to AI;
- work with PDF and scanned documents – both types are fully manageable when it comes to automated form processing software. OCR technology is applied in this case too, whose job is to recognize the key information in the form and extract it based on special algorithms. Even if the document is an image (scanned), the software converts it into an electronic format that can be processed much more easily and with high accuracy;
- easy configuration – another logical reason to choose the technology for automatic invoice processing which is a must-have for many businesses. The ability to easily configure documents eliminates the need for manual settings such as entering scripts and other details for good results;
- speed and quality – if manual processes are risky in terms of the likelihood of errors being made when processing information, the technology for automatic form processing is characterized by precise accuracy and high efficiency. This leads to many benefits for businesses, such as reduced costs, reduced errors, improved company positioning, and freed up valuable resources to be directed elsewhere.
In addition to the above, it is worth mentioning that with similar software solutions, processing invoices and many other types of documents, including forms, has never been easier. This is the reason why more and more large and small companies choose the software for their accounting and administrative activities. High results are not delayed, and in the long term, cost optimization and streamlining of work processes are observed.
What types of forms can it handle?
As we have already said, automatic document processing software is designed to manage not only scanned/pdf forms, but also scanned ones, including documents containing handwritten text. It is important to note that even if there is pixel deviation, poor scan quality or other challenges, the technology would be able to successfully deal with all of these.
Conclusion
The modern world we live in presents us with various challenges, including working with a large number of documents every day. Form processing is among the activities that can not only take a lot of time, but also make it significantly more difficult for us. There is a solution, and that is Smart Soft software for automatic document processing – easy as child’s play, with very high accuracy and at an affordable price!