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SimpleIndex - Document Scanning and OCR Recognition Software

SimpleIndex - Document Scanning and OCR Recognition Software

T (865) 637-8986
Email: info@simpleindex.com

SimpleIndex by SimpleSoftware
500 W Summit Hill Dr SW # 302, Knoxville, TN 37902

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  • Knowledge Base - Article

SimpleInvoice is a preconfigured solution that uses the OCR and dictionary matching functionality of the SimpleIndex scanning and indexing software to automatically scan, name, and organize incoming invoices into your chosen folder structure of searchable PDF files.

SimpleQB - QuickBooks data integration

SimpleInvoice requires minimal configuration to get started. It comes with everything you need to index most common invoice styles. The customer and vendor lists, as well as your particular Purchase Order and Invoice number styles, can be customized for your company.

Use SimpleInvoice to:

  • Automatically receive and enter invoices in your accounting software, especially QuickBooks
  • Create full-text searchable invoice files
  • Create an organized filing system for archiving invoices
  • Quickly find specific invoices based on vendor, date, invoice number and other index fields

Please Contact Us to find out more about SimpleInvoice!

Regular Expression (RegEx) – Syntax or Type

Monday, 29 July 2019 by Simple Software

The Syntax or Type of Regular Expression/RegEx that SimpleIndex uses is .NET

Barcode OCRClipboard OCRInvoice OCROCROCR Form ProcessingOCR ScanningScreen Scraping OCRScreenshot OCRSearchable PDF OCRZone OCR
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Will your SimpleQB allow me to scan in old invoices or bank statements directly into QuickBooks?

Wednesday, 28 February 2018 by dwilder

SimpleQB enables you to scan and link documents to QuickBooks transactions through a custom menu. When you have an invoice, purchase order, work order, bank reconciliation or other transaction open, simply click the Scan menu to scan a document and save it with that transaction.

To view the documents for a transaction, just click the View menu.

You can also use SimpleSearch to find and view documents scanned with SimpleQB without the QuickBooks interface.

Invoice OCRQuickBooks Document ManagementQuickBooks Invoice ScanningSimpleQB
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  • Published in Database & Retrieval, SimpleQB
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Is there a way to just use part of a bar code or OCR value? For example, extract “50” from the value “124450”

Wednesday, 28 February 2018 by dwilder

To do this example, create a barcode field (Field 1 for example) and a 2nd field with type “Fixed”. In the template for the 2nd field, enter %FIELD1[5,2]% to get “50” from “124450”.

%FIELD1% would get the entire value for Field #1, the barcode field. By adding the [5,2] you tell SimpleIndex to start at the 5th character (5) and take 2 characters from the value (50).

Find out more about barcode scanning on our Barcode Scanning Guide and read up on Optical Character Recognition on the SimpleOCR scanning solutions guide.

Automatic Data CaptureAutomatic Indexing SoftwareBar Code ScanningBar CodesBarcode OCRBarcode Reading SoftwareBarcode Recognition SoftwareClipboard OCRDocument ImagingDocument ScanningImage ScanningInvoice OCRKeyword IndexingOCROCR Form ProcessingOCR ScanningOffice PDF Document IndexingPDF Barcode RecognitionPDF417QR CodeQuickBooks Document ManagementScanned Document IndexingScreen Scraping OCRScreenshot OCRZone OCR
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  • Published in Bar Codes, OCR, Office PDF Text Processing
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Can SimpleQB be used to scan in receipts and invoices which are then matched to the files kept in the QuickBooks System?

Wednesday, 28 February 2018 by dwilder

Yes, That is exactly what SimpleQB was designed to do.

SimpleQB uses the information from your QuickBooks documents to file images under the appropriate customer/vendor, document type, document number and date. Simply pull up the corresponding file in QuickBooks and click scan!

IntegrationInvoice OCRInvoice Scanning SoftwareQuickBooks Document ManagementQuickBooks Invoice Scanning
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  • Published in SimpleQB
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How do you train the OCR engine for better accuracy?

Wednesday, 28 February 2018 by dwilder

Training has been removed with version 7 due to the addition of the ABBYY FineReader OCR engine.

Invoice OCROCROCR Form ProcessingOCR ScanningScreen Scraping OCRScreenshot OCRSearchable PDF OCRZone OCR
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  • Published in OCR
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How can I improve recognition rates for my OCR fields?

Wednesday, 28 February 2018 by dwilder

There are several things you can do to improve accuracy for OCR.

-Scan at 300dpi, black & white for best results.

-Adjust the scan settings to remove background noise and improve the definition of characters.

-For Zone OCR, field recognition can often vary based on the surrounding white space and text in the zone. Try varying the size of the zone to achieve optimal results.

-For template matching, make sure all variations of the field format are included in the template list.

-For dictionary matching, add common variations and OCR mistakes to the “thesaurus” list.

-On the Zones & OCR tab (accessed from the Job Options) you can adjust the Max Errors setting to allow for more mistakes in the dictionary matching process.

-Use the Strip Spaces, Strip Characters, Replace Characters and Case Fixing options to standardize the field format prior to matching.

Please refer to the manual for details on how to configure these options.

Find out more about Optical Character Recognition on the SimpleOCR Guide. You may also check out our Advanced OCR Guide to find out how to use third-party OCR applications with SimpleIndex.

Clipboard OCRInvoice OCROCROCR Form ProcessingOCR ScanningScreen Scraping OCRScreenshot OCRSearchable PDF OCRZone OCR
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  • Published in OCR
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SimpleInvoice Invoice Processing Solution

Wednesday, 17 January 2018 by Simple Software

SimpleInvoice is a preconfigured solution that uses the OCR and dictionary matching functionality of the SimpleIndex scanning and indexing software to automatically scan, name, and organize incoming invoices into your chosen folder structure of searchable PDF files.

SimpleInvoice requires minimal configuration to get started. It comes with everything you need to index most common invoice styles. The customer and vendor lists, as well as your particular Purchase Order and Invoice number styles, can be customized for your company.

Use SimpleInvoice to:

  • Automatically receive and enter invoices in your accounting software, especially QuickBooks
  • Create full-text searchable invoice files
  • Create an organized filing system for archiving invoices
  • Quickly find specific invoices based on vendor, date, invoice number and other index fields

Please Contact Us to find out more about SimpleInvoice!

Template Autofill

This feature added in SimpleIndex 8.1 allows you to spell out the specific OCR pattern of a vendor’s invoice number as a column in your Vendor database. When processing invoices only the template specific to that vendor is loaded and all other templates are ignored. This greatly improves the accuracy of the invoice number capture, since each vendor uses a different label and numbering scheme for their invoices.

FAQ Related to Invoice Processing

  • Regular Expression (RegEx) - Syntax or Type
  • Will your SimpleQB allow me to scan in old invoices or bank statements directly into QuickBooks?
  • Is there a way to just use part of a bar code or OCR value? For example, extract "50" from the value "124450"
  • Can SimpleQB be used to scan in receipts and invoices which are then matched to the files kept in the QuickBooks System?
  • How do you train the OCR engine for better accuracy?
AutofillDatabaseDocument ClassificationInvoice OCROCRPDFQuickBooks Document ManagementText Processing
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Invoice Processing with Full Page OCR

Saturday, 13 January 2018 by Simple Software

This job configuration uses a 3-step process to automate the OCR processing:

Step 1 uses a full-page OCR process on each image. Field data is extracted from the full-page OCR using template and dictionary matching algorithms. This is done in Pre-Index mode to allow unattended processing. Data is saved to a database so it can be reviewed and corrected in Step 2.

Step 2 uses Database Update mode to find images with missing index values and allow the user to manually enter the correct data.

Step 3 uses a SimpleSearch configuration to search and view the indexed images, including full text searches.

FAQ Related to Invoice Processing

Coming Soon
1-Click ProcessingDatabaseDatabase & RetrievalIndexingInvoice OCROCRSearchUnattendedZone OCR
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PDF Invoice OCR Demo

Friday, 12 January 2018 by Simple Software

This demonstrates the PDF OCR text processing capabilities of SimpleIndex by extracting the Document Number, Date, Document Type, Customer and Total from a number of Estimates and Invoices.

All of this information is read automatically using the existing text layer of a computer generated PDF, such as those created using PDF printer drivers. Template and dictionary matching algorithms are used to locate and extract the correct data values from the text.

Since the existing text is being used, OCR is not performed. This makes processing much faster and 100% accurate. OCR can be used to get text from scanned PDF files with no existing text.

FAQ Related to PDF Invoice

Coming Soon
E-MailInvoice OCROCROffice PDF Text ProcessingPDFText Processing
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Zone OCR with Template Matching

Friday, 12 January 2018 by Simple Software

This video shows the Zone OCR Invoice Processing sample job. Zone OCR is the traditional method for extracting index data from printed text appearing in fixed locations on every page.

The video also shows how Zone OCR is enhanced with SimpleIndex‘s Template Matching and Dictionary Matching features, giving you much more margin for error than other solutions.

FAQ Related to Zone OCR

Coming Soon
IndexingInvoice OCROCRZone OCR
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Zone OCR and Dynamic OCR

Friday, 12 January 2018 by Simple Software

Many document scanning solutions use Zone OCR to obtain index data from the page, while SimpleIndex improves upon this time-tested but ultimately limited model with its unique Dynamic OCR feature. Let’s look at the difference between the two methods:

Zone OCR

Zone OCR is used to read document indexes or tags from text on the page. It is a great way to automate the data entry associated with scanning documents.

However, there are several limitations to zone OCR that must be overcome:

  • Index information must be in the exact same place on every page
  • Documents shift and skew during scanning, causing the zones to not line up
  • If surrounding lines or text on the document are too close, they can encroach on the zone

Dynamic OCR

SimpleIndex overcomes these limitations by using Dynamic OCR technology to locate the desired text even when it moves around on the page. Our simplified version of Dynamic OCR works great for many types of documents at a fraction of the cost of other solutions.

  • Index information can appear anywhere on any page
  • Unwanted characters are automatically ignored
  • Find unique patterns of letters and numbers using Template Matching
    (Social Security #, Date, etc.)
  • Use Dictionary Matching to find a value from a list of possible values
    (Vendor Name, Document Type, etc.)

Download document scanning and OCR software.

Dynamic OCR Examples

In the video we see how SimpleIndex approaches a typical Zone OCR example. With SimpleIndex you can use large zones that give a wide margin for error. Template and Dictionary matching are then used to extract the 7-digit Account Number, 6-digit Order Number and Company Name. SimpleIndex discards the surrounding text and keeps the correct value.

Another common example is finding a unique identifier, for example a social security number, that could appear anywhere on the page. Simply enter the template ###-##-#### and SimpleIndex will search the full OCR text until it finds a match. Since only one social security number is likely to appear on the page, a match on this pattern is almost certainly the required value.

With dictionary matching, you can give SimpleIndex a list of possible values and it will automatically search the zone or page for each possible value until it finds a match.

Many dynamic forms processing applications can be implemented using these simple algorithms. This makes SimpleIndex far more versatile than other zone OCR solutions that require the index value to be in the exact same location on every page. Yet SimpleIndex costs only a fraction of the price!

SimpleIndex‘s dynamic forms processing can greatly speed up data entry by eliminating a good percentage of indexing work. For many this can put the labor cost of scanning within their reach.

MS Office Document OCR Text Parsing Video

Dynamic OCR can also be applied to MS Office and PDF files, creating a fully automated process for intelligently indexing and reorganizing electronic documents.

Support for Regular Expressions

Use Regular Expressions to extract index data from OCR text, PDF and Office documents.

SimpleIndex OCR has a simple built-in template format, as well as support for Regular Expressions. Regular Expressions (RegEx for short) let you define complex search patterns to extract matching values from the text.  This greatly enhances the functionality of the dynamic OCR in SimpleIndex, making it capable of finding variable-length fields with no distinct pattern.

Regular Expressions are a commonly used in text parsing applications. The Perl programming language makes extensive use of RegEx, as do UNIX utilities like “grep”. Many programmers and IT personnel are already familiar with RegEx and can create complex expressions without specific training.

Click here for a reference guide to Regular Expressions

Download document scanning and OCR software.

New OCR Features in Version 9

  • OCR language pack now includes all available Tesseract languages including Hindi, Tamil, Arabic, Chinese, Thai, Vietnamese, Japanese, Korean, Indonesian, Hebrew and many more.

New OCR Features in Version 8

Versions 7 and above include the industry leading ABBYY FineReader® OCR engine for dramatically improved OCR accuracy and speed. Other OCR enhancements in version 8+ include:

  • Point & Click OCR
  • Tesseract OCR Engine now included with all license versions
  • Match OCR index fields against other index fields
  • Skip OCR processing on imported files that already include text, such as PDF + Text files for faster batch times

How to Configure SimpleIndex OCR

Watch this Simple Software University training video to see how to configure and run an OCR job with SimpleIndex.

Download document scanning and OCR software.

 

KB Articles for Optical Character Recognition (OCR)

  • Languages Supported in SimpleSoftware OCR Engines
  • What is Document Imaging?
  • Change the Dictionary Separator Value
  • Change the OCR Font or Type
  • Regular Expression (RegEx) - Syntax or Type
  • Autonumber Increment Value
  • I'm using full page OCR. The information is all appearing in the txt file but it is losing format about half way through. Data to the right is ending up at the end of the txt doc. Can this be fixed?
  • Is there a way to just use part of a bar code or OCR value? For example, extract "50" from the value "124450"
  • If I have a form which is filled manually by hand, can SimpleIndex read the data from it?
  • How do you train the OCR engine for better accuracy?
Automatic Data CaptureBatch ScanningDocument ClassificationDocument ImagingIndexingInvoice OCROCROffice PDF Text ProcessingOptical Character RecognitionRegExScreenshot OCRSearchSeparationServerText ProcessingZone OCR
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Video Demos

Tuesday, 07 November 2017 by dwilder

These videos demonstrate several ways SimpleIndex® can automatically index different types of documents. If you are new to SimpleIndex, watching these videos is the easiest way to see what it can do. You can follow along using the sample files included in the SimpleIndex Trial.

  • Zone OCR with template matching
  • Document barcode recognition
  • PDF OCR text parsing
  • Sort and index MS Office documents
  • Indexing with full-text OCR
  • Running jobs from an icon

The sample files are copied to your Configuration Folder when you run the SimpleIndex Trial for the first time. If you can’t find the samples, copy them with the Global Settings Wizard in the File menu.

Compare Major Scanning Solutions

Compare the SimpleIndex scanning and indexing workflow to 4 leading desktop document imaging applications–Kofax Express™, Kodak Capture Pro™, PaperVision™ Capture Express and Office Gemini DiamondVision™.

Compare SimpleIndex to the competition

University of SimpleSoftware

Extensive online training videos for the SimpleSoftware product line are available at the University of SimpleSoftware. Live versions of each class can also be scheduled with our support staff.

Visit the Simple Software University

Integrated Solutions Built with SimpleIndex

Batch Scanning to Encompass VideoSimpleInvoice

Uses the OCR and dictionary matching functionality of the SimpleIndex scanning and indexing software to automatically scan, name, and organize incoming invoices into your chosen folder structure of searchable PDF files.

SimpleQB

Scan invoices, OCR the key data and automatically receive bills in QuickBooks accounting software. SimpleQB can transfer transaction data from SimpleIndex to QuickBooks, automating your scanning and data entry tasks simultaneously.

LoanStacker for Mortgages

Use OCR with a preconfigured dictionary file to recognize over 300 mortgage origination and closing documents. Automate scanning to popular mortgage applications like Calyx Point and EllieMae Encompass.

Find out more by going to LoanStacker.com.

SimpleIndex with Contentverse Document Management

SimpleIndex is the perfect front-end scanning tool for your document management system. These videos show several ways that SimpleIndex can be configured to automate document capture with the CompuThink Contentverse document management solution.

SharePoint Scanning

Automatically organize files and set custom column metadata in SharePoint 2010 using SimpleIndex index fields.

Screenshot OCR

Use screen captures to get index data from any application.

Patent ID and Title Extraction

Out-of-the-box configuration extracts the Patent ID Number and Title from any US patent application.

Zone OCR with Template Matching

This video shows the Zone OCR Invoice Processing sample job. Zone OCR is the traditional method for extracting index data from printed text that appears in a fixed location on every page.

The video also shows how Zone OCR is enhanced with SimpleIndex‘s Template Matching and Dictionary Matching features, giving you much more margin for error than other solutions.

Watch the Zone OCR Video

Document Barcode Recognition

This video shows how barcode recognition can be used with our 1-click processing feature to index files quickly, easily and accurately.

With a single click a batch of documents is imported, barcodes are recognized and files are exported to organized folders and filenames as well as a SimpleSearch document database.

In the second part of the video, a SimpleSearch configuration is used to search and view the files processed in the first part.

Watch the Barcode Recognition Video

PDF OCR Text Parsing

This video demonstrates the PDF OCR text processing capabilities of SimpleIndex by extracting the Document Number, Date, Document Type, Customer and Total from a number of Estimates and Invoices.

All of this information is read automatically using the existing text layer of a computer generated PDF, such as those created using PDF printer drivers. Template and dictionary matching algorithms are used to locate and extract the correct data values from the text.

Since the existing text is being used, OCR is not performed. This makes processing much faster and 100% accurate. OCR can be used to get text from scanned PDF files with no existing text.

Watch the PDF OCR Text Parsing Video

Sort and Index MS Office Documents

This video shows the Read My Documents sample configuration.

Word documents, Excel spreadsheets and PowerPoint presentations are automatically sorted using the SimpleIndex template and dictionary matching algorithms.

The files are reorganized using the Sales Rep, Customer, Document Type and Date extracted from the text.

SimpleSearch is then used to search and view the sorted files.

Watch the MS Office OCR Text Parsing Video

Full Page OCR Invoice Processing

This job configuration uses a 3-step process to automate the OCR processing. First, full-page OCR is performed on each image. Field data is extracted from the full-page OCR using template and dictionary matching algorithms. This is done in Pre-Index mode to allow unattended processing. Data is saved to a database so it can be reviewed and corrected in Step 2.

Step 2 uses Database Update mode to find images with missing index values and allows the user to manually enter the correct data.

Step 3 uses a SimpleSearch configuration to search and view the indexed images, including full text searches.

Watch the Full Page OCR Video

Running Jobs from an Icon

One of the most powerful features of SimpleIndex is its ability to be launched from a command line. This allows you to save job configurations to an icon that can be launched by double-clicking it. Processing can be fully automated so that it runs minimized in the taskbar and requires no user interaction whatsoever.

This video shows what happens when you run the various sample jobs in this way.

Watch the 1-Click Processing Video

KB Articles for Optical Character Recognition

  • Languages Supported in SimpleSoftware OCR Engines
  • What is Document Imaging?
  • Change the Dictionary Separator Value
  • Change the OCR Font or Type
  • Regular Expression (RegEx) - Syntax or Type
  • Autonumber Increment Value
  • I'm using full page OCR. The information is all appearing in the txt file but it is losing format about half way through. Data to the right is ending up at the end of the txt doc. Can this be fixed?
  • Is there a way to just use part of a bar code or OCR value? For example, extract "50" from the value "124450"
  • If I have a form which is filled manually by hand, can SimpleIndex read the data from it?
  • How do you train the OCR engine for better accuracy?
1-Click ProcessingBarcode Recognition SoftwareCommand-LineContentverseIndexingInvoice OCRMortgageOCROffice PDF Text ProcessingQuickBooks Document ManagementScanning SoftwareScreen Scraping OCRScreenshot OCRSharePoint ScanningZone OCR
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