Accounts payable automation
ProductRead vendor, invoice number, date, and total off any layout, validate against your vendor master, and export straight into your accounting system.
Give every transaction an electronic paper trail
Statements, loan files, KYC documents, and payables: captured, checked, and filed the same way every time, at every branch. BSA / AML · KYC · Retention.
A statement, a loan application, and an invoice all arrive the same way, on paper or as a PDF, from someone outside your organization, in a layout you don't control. Multiply that by every branch and every vendor, and manual entry stops being a staffing problem and becomes a compliance one: the gap between what a form says and what got typed is exactly where an audit finding lives.
What SimpleIndex does here
Six setups cover most of what a bank, credit union or lender needs from document capture. Each is the same software, aimed at a different part of the transaction.
AP into QuickBooks
ProductSimpleIndex reads each bill and SimpleWorkflow creates the matching transaction in QuickBooks Desktop or QuickBooks Online, with the scan linked so it opens from the transaction in one click. Included with a SimpleIndex Professional workstation license.
KYC & account-opening file audits
ConfigurationDefine what a complete account-opening file looks like (ID, proof of address, signature card), and every batch gets checked against it as it comes in.
Loan file assembly
ProductSplit a delivered loan package into its component documents, name each to the investor's stacking order, and flag what's missing before the file ships.
Remote & branch capture
ConfigurationBranch offices scan into one central pipeline instead of couriering paper to a home office, processed under the same rules everywhere.
Statements and applications read by AI
ConfigurationA language model reads fields by their labels on statements and applications from any institution, and a table field returns each transaction as a row. Run it on a model on your own server to keep customer data in-house.
Compliance & records fit
The regulations that govern a client's file today, and where this software sits against each one.
Bank Secrecy Act / AML
KYC file audits catch a missing ID or signature card at intake, not at exam time.
Customer financial data (GLBA)
Recognition runs on your own hardware by default. Cloud engines are optional; if you use one, check your agreement with the provider first. Pattern redaction blacks out account and Social Security numbers in exported copies.
Sarbanes-Oxley
Each job applies the same capture rules every time, and the index log records what was read from which file, so a figure in the books traces back to its source document.
Retention requirements
Structured digital files with an index database replace a filing cabinet as the system of record, with a disaster-recovery copy that isn't a box in a basement.
None of these is quite your workflow?
That's the normal case. Everything above is the same software, set up for a particular kind of document.
Send us a few statements or loan documents, with account numbers blacked out if you like, and we'll build a working job from them, before the call, on your own documents.
We ask what you're processing because the answer changes what we'd show you.
How it goes
You tell us what you're processing
A short form. Document types, volume, where it needs to end up
We get in touch
Email or a call, whichever you prefer
We talk it through
What you need, and whether SimpleIndex is the right tool. Sometimes it isn't, and we'll say so
You send sample documents
A batch of statements or loan documents, real ones
We build a working job
On your files, and run it with you
What it costs
Nothing unless you buy. If you do, the setup is billed at the consulting rate
Before you scan the branch files
Do customer records leave our network?
No, unless you choose a cloud engine. SimpleOCR, Tesseract and ABBYY FineReader run on your own computer, and AI can run on a model on your own server. Textract and cloud models such as ChatGPT are optional; if you use one, check your agreement with the provider first.
Can it read statements from any institution?
Yes. A language model reads fields by their labels, whatever the layout, and a table field returns each transaction as a row, written out as CSV beside the other values. For forms that never change, zone OCR reads them at no cost per page.
Can it redact account numbers?
Yes, in Professional. Give an index field a pattern, turn on Redact Matches, and each matching value is blacked out in the exported PDF. Check redacted files before you share them.
Does it post bills to QuickBooks?
Yes, through SimpleWorkflow, which creates the transaction in QuickBooks Desktop or QuickBooks Online with the scan linked. It is included with a SimpleIndex Professional workstation license.
Does it work with our document management system?
SimpleIndex files documents into folders or a database, and has export presets for OnBase, Laserfiche and DocuWare, so one choice sets up everything the receiving system expects.
Can branches scan to a central office?
Yes. Branches scan into folders that a central SimpleIndex server picks up, and every batch runs under the same job rules. Unattended central processing needs a SimpleIndex Server license. See remote capture.
Which edition do we need?
Professional covers everything on this page, including the AI engines, redaction and SimpleWorkflow for QuickBooks. A central server that processes branch scans unattended adds a Server license.
Try it on your own documents
The free trial runs the full software on your own files, and our team in Knoxville can help you set up the first job.
