Challenges with Manual Entry

Manual entry of data from unstructured documents (paper-based, PDF format, images etc.) into the company’s ERP, CRM, POS, WMS and other systems can be time-consuming and error-prone. Whether it’s invoices, purchase orders, delivery notes or any other documents, fast and accurate entry of the data is crucial for smooth processing. DocStudio’s AI recognition tool is designed to eliminate the challenges created by manual entry by automating the data extraction process and seamlessly integrating with company IT systems. This advanced feature boosts efficiency by reducing labour costs and human error, and allowing employees to focus on key operations. 

How does DocStudio’s AI Document Recognition work?

DocStudio’s AI document recognition works in two ways: through the web interface or via API integration. The web interface is ideal for processing a smaller number of documents occasionally. In this case, users will benefit from standardized templates on the DocStudio platform, tailored to specific document types. These templates will be easily accessible in the templates menu.

For companies handling large volumes of documents—such as invoices, bills of lading, or shipping notes—API integration is the optimal solution. It enables bulk document uploads and automates data extraction, seamlessly transferring the information to ERP, CRM, POS, WMS, and other systems.

Let’s look at an Example of Invoice Processing through Web Interface

Once users locate a template specifically adapted for invoice recognition, they can open it and use it to process their document. To begin, they need to upload their invoice in PDF format or as an image directly within the template. After attaching the document, clicking “Next” will initiate the AI-powered invoice recognition process.

Once activated, the AI tool analyzes the document, identifying and extracting essential data, including:

• Invoice Number
• Date
• Seller Information
• Buyer Information
• Billing Details
• Shipping Details
• Line Items
• Unit prices
• Total Amount
• Notes and more.

The extracted data set can be customized to meet each client’s specific needs and align with the type of document being processed, whether it’s a Bill of Lading, Purchase Order, Agreement, or another document type. DocStudio’s AI is trained using client-provided examples, ensuring higher accuracy for the required document format.

After successful recognition, an “AI Processed” label appears next to the invoice, indicating that the document has been analyzed and formatted. The structured data is then forwarded for moderation.

Manual Verification

The AI recognition has around 95-98% accuracy rate. Some factors that may influence the accuracy are the resolution of the document as well as whether or not there are handwritten marks on it. Moderators can review the AI-extracted data, ensuring that all information is correctly captured. This process can be conducted directly by the client or by DocStudio as part of our Professional Services.

Once the moderator confirms the accuracy, they simply click “Send” to finalize the process.

Data Extracted in Structured Format

Processed documents are stored within DocStudio, allowing for easy search, filtering, and access. They can be downloaded in both PDF and XML formats, with the XML file convertible into various formats such as JSON, CSV, or EDI. This flexibility ensures seamless integration into the client’s systems.

As mentioned earlier, this process can be carried out through the web interface, as shown in the example, or streamlined via API or other integration for companies that need to upload documents in bulk.

Benefits of DocStudio’s AI Recognition Functionality

• Efficiency Boost: By automating the data entry process, companies can reduce processing time by approximately 90%. Instead of retyping the numerous lines, the only human intake needed is for moderation.
• Error Reduction: Minimizing manual input significantly cuts down on errors.
• Flexible Integration: For businesses dealing with large volumes of documents, an API integration allows bulk uploads. Data can be transformed into various formats such as XML, JSON, EDI, etc., ensuring compatibility with any IT system.
• Adaptability: The tool can be adapted to any document type to suit any business’s needs.

Frequently Asked Questions

Is DocStudio’s AI Document Recognition functionality only for invoices?

No, DocStudio’s AI model can be trained to recognize any type of document, including invoices, purchase orders, agreements, bills of lading, and more. Our solution is fully customizable to meet each client’s specific needs.

Does the AI recognize only a standard data set?

The AI model can extract any required data from documents. We train the model using client-specific examples to enhance accuracy and ensure it captures the exact information needed.

What is the recognition accuracy rate?

Recognition accuracy depends on document quality. For high-quality PDFs without handwritten elements, single-page documents achieve nearly 100% accuracy while multi-page documents (3+ pages) maintain over 95% accuracy. If documents contain handwritten text or unclear ink marks, accuracy may slightly decrease.

How can I submit documents for recognition?

Documents in PDF or image format can be uploaded through DocStudio’s web interface or via API. The web interface is best for occasional document processing, while API integration allows for bulk submissions and automation.

What integration options are available?

DocStudio supports multiple integration methods, including API, SFTP, SOAP, AS2, AS4, and other custom communication protocols to ensure seamless connectivity with your IT systems.

Can AI recognition results be manually reviewed? Who handles this process?

Yes, AI-extracted data can be reviewed for accuracy. Moderation can be done by the client’s team or as part of DocStudio’s Professional Services.

Can the extracted data be formatted for direct integration with accounting or ERP systems?

Yes, the recognized data can be delivered in structured formats like XML, JSON, CSV, or EDI, ensuring seamless integration with ERP, CRM, POS, WMS, and other business systems.

How is pricing determined?

Pricing is based on document type and processing volume. Since most projects involve customized AI training for better recognition accuracy, we offer tailored pricing models to fit each client’s needs. If you are interested, don’t hesitate to contact our team at hello@docstudio.com.

Can DocStudio help a company fully transition its document workflows into a structured digital format?

Yes, Document AI recognition can be the first step in digitizing unstructured and paper-based document workflows. DocStudio enables companies to create, exchange, e-sign, automate, integrate, and set up workflows for all document processes, ensuring documents are managed in both human-readable PDF format and machine-readable structured formats like XML or JSON.

Get Started with AI-Driven Document Processing

DocStudio’s AI recognition functionality is transforming how businesses handle document processing. By reducing manual labor and improving accuracy, companies can focus on what truly matters—driving growth and innovation.

To take advantage of this cutting-edge feature, contact DocStudio today and revolutionize your document processing workflow. Reach out to us at hello@docstudio.com or fill in a form here.

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