SimpleQB also lets you automatically link scanned documents or network files to QuickBooks transactions.
SimpleQB lets you import QuickBooks transactions in batches from a database. When combined with SimpleIndex OCR and barcode recognition this creates a fully automated solution for tasks like receiving bills from invoices. Watch the demo video to see SimpleQB in action.
SimpleQB is a powerful tool for exchanging data between any database and any QuickBooks transaction. It works with SimpleIndex by sharing a common database where document data is stored. SimpleIndex exports document indexes to the database, then SimpleQB imports that data into QuickBooks.
The database can also be used to find and view documents linked to transactions in QuickBooks
Because of this open design, SimpleQB can be used with any scanning application or database, including more advanced software that can recognize line items and other repeating elements on invoices.
SimpleQB demos are available by request only. Please Contact us to request a demo.
Affordable Document Management
SimpleIndex® is a great solution for small businesses and departments that need a quick and affordable way to scan, organize and view documents. SimpleIndex provides a wide variety of retrieval options, many of which require no special software to find and view documents.
The most basic solution uses Windows folders and filenames to organize and find documents on a shared network drive or synced to a cloud storage platform.
SimpleIndex lets you use index field values to create folders and filenames automatically, automating the process with barcodes, OCR and database lookups where possible.
You can also use SimpleIndex with SimpleSearch to create a keyword-searchable database that lets you find and view documents based on one or more index values.
There are several advantages to using SimpleSearch instead of Windows folders:
- Find documents based on specific keywords or phrases
- Drop-down lists to select possible keyword values
- Use “And” and “Or” logic to search multiple field values
- Search the full text of OCR’d documents, Office and PDF files
- Search results are returned instantly
- Quickly browse through all matching files, even if they are in different folders
- Integrated file viewer with zoom, annotation, print and email functions
- Index data stored in a database and can be re-used for reporting and other applications
Integration with Third Party Document Management
SimpleIndex is able to integrate with Enterprise Document Management Systems using a variety of integration methods.
- SharePoint integration is built directly into SimpleIndex.
- Cloud Storage platforms like Google Drive, Box and OneDrive can be integrated via sync apps.
Output standardized and organized folders and filenames. Full-text search for Office and PDF files. - Popular document management systems like Digitech PaperVision and ImageSilo, Computhink Contentverse, Laserfiche, and others are supported out-of-the-box using SimpleExport to create custom import files.
- Integration with many other systems can be done via the default CSV data file format.
- If a custom import file format is required, SimpleExport can be configured to produce it.
Lowering the Cost of Document Management
Many small businesses are going digital with their documents. However, many also find that the document management systems available are too complex, expensive, or labor-intensive to be practical in a small office.
SimpleIndex was designed to solve this problem by removing many of the costly and cumbersome “gotchas” that make practical implementation of these systems impossible.
Here are some of the ways SimpleIndex saves you money:
- Standalone scanning, indexing & retrieval license starts at $500.
- No limitations on processing volume (“click charges”).
- Files are stored in standard formats using logical folders and filename structures
- Exported files can be synced any cloud storage platforms
- Key data is embedded in the file names and metadata tags to ensure they can be found without a third party database or app
- SimpleView provides both free and low-cost options to browse, search and view exported documents.
- SimpleSearch provides a client/server document management system with index field and full-text search for a minimal cost per workstation.
- SimpleIndex integrates with any custom database, allowing you to use existing infrastructure or free/open source database platforms instead of buying expensive licenses.
- SimpleIndex integrates seamlessly with most document and content management systems available on the market today. Leverage the low cost and enhanced feature of SimpleIndex as an alternative front-end for migrating documents to your DMS.
- SimpleIndex uses OCR, barcode recognition, database lookups and advanced pattern matching algorithms to automate the indexing and filing of captured documents. Combined with its streamlined workflow, SimpleIndex gives the highest level of automation you can get in this price range.
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Accounts Payable Automation with RPA
In just a few clicks, you can an inbox full of invoices to data entered into QuickBooks Online (or any other accounting system) with SimpleIndex and Astro RPA.
The first step is to run our SimpleInvoice job to capture the data from your invoices. Then, with one more click, fire up the robot and grab a cup of coffee while it takes over the job of entering the vendor names, invoice numbers, dates, dollar amounts and expense categories into your QuickBooks Online company file.
Both processes require minimal configuration to get started, so an hour or two of configuration replaces endless time spent manually entering your bills into QuickBooks. End the tedium. It’s why we created robots, right?
Use SimpleInvoice and a Astro RPA robot to:
- Automatically process and capture the data from your invoices
- Enter the data into any accounting system (QuickBooks, Xero, FreshBooks, NetSuite, etc.)
- Brew and drink instead of copy and paste
SimpleInvoice comes with any SimpleIndex license. Our Accounts Payable Automation Bot can be added and customized for your accounting software and workflow.
If your invoice workflow requires line item capture, GL coding, or other advanced features, check out these Enterprise Invoice Processing solutions.
Some initial setup is required, and we can help you out with that too. Our Professional Services department can have you up and running in just a couple of hours.
Please Contact Us to find out more about automating your data entry time thieves with robots made in Astro RPA!
How to activate SimpleQB?
Activation Instructions
SimpleQB Option A – New SimpleQB Installation:
If you are installing SimpleQB on the Windows computer for the first time first download SimpleIndex from one of the following SimpleIndex Download Installation links below.
SimpleQB Download Link for use with SimpleIndex v9
SimpleQB Download Link for use with SimpleIndex v8
Once the SimpleQB software has been downloaded install the software from the downloaded installation file.
Open SimpleQB from your Windows Start menu.
Enter your Serial Number into the “Enter Serial Number to Activate” field in the Activation Window.
Click the Activate button to activate the license.
You will receive a confirmation that the license was properly activated and your license type will be displayed next to the “License Type:” section of the Activation Window.
SimpleQB Option B – SimpleQB Installed on Computer Not Connected to the Internet:
If you would like to install SimpleQB on a computer that doesn’t have an internet connection an Offline Activation will need to be done.
First fully install the SimpleQB software without activation.
Open SimpleQB from your Windows Start menu.
Enter your Serial Number into the “Enter Serial Number to Activate” field in the Activation Window.
Click the “Offline Activation” button.
Click OK in the “SimpleQB Offline Activation” window, which asks you to call or email for an Offline Activation.
Select the license version that you ordered in the “SimpleQB Version” drop down.
Then either call (865) 637-8986 option 2 or email support@simpleindex.com with the Authorization Request Code. We will the provide you with the Activation Key.
Enter the Activation Key and then click the Offline Activation button.
Maintenance is optional, but covers tech support and upgrades for the software. Please consider purchasing maintenance if you haven’t already. Please refer to Simple Software Maintenance Agreement for more information.
What is Document Imaging?
Document Imaging was the more commonly used term in the early days of document scanning and OCR and refers to any system used to replicate documents used in business. It evolved from the microfilm days where it was referred to as Document Image Management.
Document Imaging allows for the scanning of paper documents, as well as the processing of files saved electronically. These files are then named and saved for later searching.
Other document imaging terms include automatic imaging software, best digital imaging software, best imaging software, desktop imaging software, digital document imaging, digital imaging software, document imaging download, document imaging PDF, document imaging processing, document imaging products, document imaging software, document imaging solution, document imaging solutions, document imaging systems, document imaging technologies, document imaging technology, document imaging tools, image to database, imaging resource, imaging scanning software, imaging software companies, imaging software download, imaging software for windows, imaging solution, scanner imaging software, scanning and imaging, scanning imaging, and software for imaging.
SimpleQB – QuickBooks Company File Warning
If a message that indicates what QuickBooks file that SimpleQB will be uploading with and OK or Cancel option is required to avoid accidentally uploading into the wrong QuickBooks company file when multiples are used. “Be advised: selected procedure “SimpleQB Config Path” will be run in the currently open company file “QuickBooks Company Filename”. Click OK to Continue procedure or Cancel to abort”
Navigate in the Windows Registry to this location:
HKLM\Software\SimpleIndex\Misc
Then open this file:
QBFileWarning
Then change the value from 0 to 1
QuickBooks must be restarted before the change takes affect.
Is it possible to search for and retrieve documents with Windows desktop search?
Windows Search works great with SimpleIndex because all index data can be saved to the folder and file names as well as the file properties, and OCR text can be saved to hidden layers in PDF files. Windows Search will read all of these elements when building its index and will return any matching files when you search.
Using Windows Search on a file server allows for instantaneous searching across terabytes of documents and text for all of the users on your network.
IFilters allow Windows Search to search within file contents.
Here are three popular PDF IFilters that will enable text searching for PDF files:
- Foxit PDF IFilter (commercial)
- TET PDF IFilter (free/commercial)
- Adobe PDF IFilter (32-bit / 64-bit) (free)
If you have issues with PDF text searching in Windows 10, this article has detailed instructions for resolving PDF IFilter issues:
https://fixedit.itxpress.biz/2018/07/05/searching-pdfs-in-windows-10/
- Published in Database & Retrieval, Export, Office PDF Text Processing
Will your SimpleQB allow me to scan in old invoices or bank statements directly into QuickBooks?
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.
- Published in Database & Retrieval, SimpleQB
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!
- Published in SimpleQB
Is the document Search/Retrieval and View functions available in SimpleIndex or available only with the SimpleSearch add-on module?
All of the search functions can be used with any SimpleIndex license. SimpleSearch is only needed to enable searching from other workstations.
- Published in Database & Retrieval, Licensing & Installation
Does SimpleQB access or modify my QuickBooks database in any way?
SimpleQB does not make any changes to your QuickBooks database. When you scan documents with the SimpleQB interface, information about the current customer, vendor or document is passed to SimpleIndex for automatic indexing. When you view a document, the same information is used to find the corresponding scanned image.
- Published in SimpleQB
How do you configure full text searching in Retrieval mode?
On the Database tab there dropdown in the lower portion of the panel for Full Text OCR Field. Put the name of the field that will store the full-text data there. This must be configured both for Insert and Retrieval mode configurations. The database field needs to be sufficient length to store the entire text of your document.
Of course, the Insert Mode configuration must have “Enable Full Page OCR” checked to generate full text data from images. Text from MS Office documents, PDF files and existing OCR text files can be used without setting this option.
When designing your Retrieval Mode configuration, create a Text field to use for full text search queries. On the Database tab, set the corresponding “Database Field Name” to the full text database field.
When searching on your full text field, SimpleIndex finds the text you enter no matter where it appears in the document. It is able to match partial words. It does not perform boolean or natural language searches. The text entered must match the document text exactly.
- Published in Database & Retrieval, OCR
SimpleInvoice Invoice Processing Solution
SimpleInvoice is a preconfigured solution that uses the OCR and dictionary matching functionality of the SimpleIndex scanning and indexing software to automatically capture key information from invoices needed for Accounts Payable processing.
SimpleInvoice requires minimal configuration to get started, and comes with everything you need to capture most common invoice styles.
Use SimpleInvoice to:
- Capture data from paper and electronic invoices in a single workflow
- Automatically receive and enter Accounts Payable data in your accounting software
- Create full-text searchable invoice files
- Create an organized filing system for archiving invoices
- Quickly find and view invoices based on vendor, date, invoice number, or full-text search
- Direct integration with QuickBooks on-premise using SimpleQB
- Works with RPA bots to integrate with QuickBooks Online and other accounting systems
Uses Templates, Not Training
Most data on an invoice matches common patterns like dates and total amounts. The one exception is the invoice number, which has a different format for every vendor.
Using the Template Autofill feature in SimpleIndex, you to spell out the specific OCR pattern of a vendor’s invoice number as a column in your Vendor database. When processing invoices, it first identifies the vendor, then searches for the matching pattern in the text to find the invoice number.
This solution is far simpler than the machine learning algorithms employed by enterprise invoice OCR systems, which is why SimpleIndex is a fraction of the cost. It’s also simpler than other template-based systems that require you to locate every field for every vendor.
Enterprise Accounts Payable Automation
If your AP workflow requires advanced features like line item capture, GL coding, PO matching, VAT calculation, complex approval workflows, or if you have thousands of vendors to process, then an enterprise invoice processing solution is more appropriate.
Don’t worry, we can help you out with that too!
Find Out More
SimpleInvoice is included for free with any SimpleIndex license. Download SimpleIndex Now!
Some initial setup is required, and we can help you out with that too. Our Professional Services department can have you up and running in just a couple of hours.
Check out SimpleQB or our AP Automation RPA Bot to see how we integrate with your accounting software to automate the entry of transaction data.
Please Contact Us to find out more about SimpleInvoice!
Video Demos
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
Integrated Solutions Built with SimpleIndex
Zone OCR with Template Matching
Document Barcode Recognition
PDF OCR Text Parsing
Sort and Index MS Office Documents
Full Page OCR Invoice Processing
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- If I have a form which is filled manually by hand, can SimpleIndex read the data from it?
Searching and Viewing Documents
If you have not yet decided on a plan for how to organize your electronic documents for later retrieval, you should take some time to consider the possible options.
There are several ways to search and view documents processed with SimpleIndex®
- Use SimpleSearch to use keyword searches to find and view indexed documents
- Use SimpleView to browse folders, search files, view, edit and annotate scanned documents without a database
- Use a Document Management System for integrated searching, viewing, workflow, security, compliance auditing and other records management functions
- Use Cloud Storage platforms like Google Drive, Box and OneDrive
- Use SharePoint to share documents online with custom metadata, create custom document workflows and employ records management standards
- Link files to a custom application using the Command Line Interface or RPA bot
- Integrate with your Database to associate documents with records via link or binary field
- Work with our Professional Services Team or an Authorized Dealer to create a customized solution or direct integration with virtually any application
Choosing a Document Management Solution
Given the variety of free or very low cost file storage solutions available, why would you invest thousands of dollars in a document management system?
- When high security or access tracking logs are required
- Compliance with regulations like HIPAA, Sarbanes-Oxley, FINRA, FOIA, SEC, etc.
- There are document-based workflows that can benefit from automation
- Users need to view files without installing software licenses (like DWG, VSD or PSD)
If you already have a database or business app that you use to search for records, and that application has the ability to store or link external documents to those records, this is usually the best choice.
If your business application doesn’t have document management capabilities, there are integrations that can overlay a button or hotkey that lets users open associated files from any screen.
If your business has many different types of documents spread across multiple departments that use different applications, and they sometimes need to be able to access each others’ documents, then a central repository is the better solution.
Cloud Storage platforms like Google Drive, Box and OneDrive provide low-cost, secure online storage that makes it very easy to share documents worldwide on any device. However they don’t have the ability to do field-level indexing to allow for more granular searches, lack the compliance tracking features of a more robust DMS, and don’t have integrated viewers that can display some of the less common file formats without having the application installed.
Find Out More
Read more about Affordable Document Management solutions with SimpleIndex.
Check out our How to Scan Documents for a detailed guide to creating scanning and retrieval systems.
Our Professional Services department can help you with every step of our project, and often have you up and running in just a couple of hours.
Please Contact Us to schedule a demo or ask us any questions you have!
KB Articles for Document Management
- Oracle database is slow to respond
- What is Document Imaging?
- Using alternate database schemas
- Multiple Sort Fields on Search
- Access Database Connection String
- How do I delete an image and it's database entry?
- Is it possible to search for and retrieve documents with Windows desktop search?
- Will your SimpleQB allow me to scan in old invoices or bank statements directly into QuickBooks?
- How do I use the Media Wizard to create searchable DVDs or thumb drives?
- How do I export index data to a database?