Invoice processing with Smartscan

Smartscan is an advanced AI-driven text recognition technology that makes processing PDF invoices in the Spend Cloud faster and easier. Whether an invoice is manually uploaded or added via the inbox, Smartscan automatically reads various invoice details and fills them into the coding menu. This minimises manual input and significantly accelerates the processing.

SmartScan is a default functionality and has been implemented in all Spend Cloud environments.

*Note: Smartscan recognizes the following details: the creditor, total amount, invoice date, cost centre number (if enabled), and payment reference. Additionally, depending on the active modules, it can also recognise purchase order numbers, contract numbers, and obligation numbers.

Smartscan offers several advantages:

1. Optimised for busy periods: The time required to read invoice data has been greatly reduced, eliminating delays during peak periods, such as at the beginning of the month. Invoice processing has become faster and more scalable due to improvements in how our software systems communicate with each other.

1. AI-driven text recognition: The new Smartscan technology leverages artificial intelligence (AI), providing opportunities for future innovations. This leads to improved invoice recognition and further optimization, unlike previous systems that lacked future scalability (read more about the feedback loop within Smartscan below).

1. Efficiency improvement: Smartscan processes over 10 million documents per month, eliminating much of the manual data entry. It is already used in various systems, making it a proven solution. Examples include eAccounting, Dinero, Visma e-conomic, PowerOffice, Visma Raet, and mobile apps such as Visma Attach and Visma Employee.
   

Learn more here about how Smartscan works and explore additional information on the possibilities and benefits of this text recognition technology.

With this technology, various fields from your organisation’s invoices can be automatically extracted. This increases the accuracy of data extraction and drastically reduces manual tasks.

The Smartscan feedback loop

When an invoice is received, Smartscan automatically recognizes various details, such as the IBAN number and invoice number. The user codes the invoice and verifies whether all information is correct. Once the invoice is exported, the corrected values are sent back to SmartScan as feedback. This feedback helps SmartScan identify patterns and continuously improve its accuracy in extracting invoice data. As a result, the process becomes not only faster but also increasingly reliable.

Please note: If you previously used the old overview of the coding menu, you will notice some changes. Previously, only the first three pages of the PDF were shown as an image, with markers indicating the recognized fields and the entry number. However, this sometimes caused issues, especially with secured PDFs, leading to incorrect displays. To resolve this, the original, full PDF will now be displayed in the coding menu, without any markers or compression. This allows you to view all pages directly in the PDF viewer without any issues. For more information, read the DIRK article.

 

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