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!
The Syntax or Type of Regular Expression/RegEx that SimpleIndex uses is .NET
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.
Is there a way to just use part of a bar code or OCR value? For example, extract “50” from the value “124450”
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).
Can SimpleQB be used to scan in receipts and invoices which are then matched to the files kept in the QuickBooks System?
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!
Training has been removed with version 7 due to the addition of the ABBYY FineReader OCR engine.
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 Recog
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 PDF InvoiceComing Soon
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.