Combined with artificial intelligence (AI), the new DocuWare Intelligent Document Processing (IDP) provides significant advantages for accounts payable. Complex data can be automatically extracted from invoices and delivery notes (even when creased) and are thus available for invoice verification.
Automatic invoice processing begins with importing invoices and delivery notes and extracting their contents, including all the listed line items. For this, the new IDP functions offer additional automation options.
Contents
- Automatically separate and classify documents
- Automatically extract data from documents
- Comparison: Intelligent Indexing vs. IDP Extraction
- More information about DocuWare IDP
Automatically separate and classify documents
While invoices are typically received by email, often directly via a special accounts-payable mailbox, delivery notes are still mostly paper-based and need to be digitized first. When these are processed centrally in batches together with the company-wide paper-based mail, the IDP "Splitting" function can divide the batch scan into individual documents without the need for separator sheets, barcodes or other markers. The documents are then classified according to their content and characteristics using IDP "Classification". In this case, the delivery notes are identified as such and processed accordingly.
Automatically extract data from documents
Invoices and delivery notes contain a large amount of data that must be extracted for automatic invoice processing. This includes not only the invoice amount and account number, but also the individual line items. These are essential for the exact comparison of invoice and corresponding delivery notes and allocating individual invoice items to different cost centers.
For automatic data extraction, you can use Intelligent Indexing which eliminates the need for manual data entry and becomes more reliable over time through machine learning with every document. Alternatively, the new IDP "Extraction" function offers advantages in the following cases:
- Complex line items
These can be multi-line items, line items nested in a table (table in table) or line items that span multiple pages. - Scans of crumpled or stained documents
Delivery notes are often folded several times, may be damaged during transport or opening of the packages and may even pick up coffee stains while on the desk. None of this poses a problem for data extraction with DocuWare IDP. As long as the human eye can read the data, AI can also extract it from the scan.
Comparison: Intelligent Indexing vs. IDP Extraction
Both Intelligent Indexing and IDP Extraction deliver excellent results when automatically reading invoices and delivery notes. It’s worth taking a closer look at the differences and respective strengths of both methods to find the optimum solution for your specific requirements.
| Question | Intelligent Indexing | IDP Extraction |
| What data can be extracted? | Structured data such as company, invoice total, account number, payment terms, and simple line items | Additional data from complex line items and tables |
| What is the level of automation? | Automatic data extraction combined with manual confirmation or correction | Fully automated data extraction without manual intervention |
| How is the system trained? | Training during use through user feedback (confirmation or correction) | Configuration and training in advance by DocuWare Partners or DocuWare Professional Services; customizable, pre-trained models available for a quick start |
| Can it be used with DocuWare Cloud? | Yes, included in every DocuWare Cloud package | Yes, with additional license for DocuWare IDP |
| Can it be used with DocuWare as an on-premises system? | Yes, as a cloud service or as a local installation, each with an additional license | Yes, with additional license for DocuWare IDP |
More information about DocuWare IDP
You can find comprehensive information about the capabilities of DocuWare Intelligent Document Processing on our website. Our product blog also offers a detailed "Automate your inbox" use case.
If you’re interested, please contact your DocuWare sales partner, who will be happy to provide personalized advice and help you find the best solution for your specific needs.
