7 use cases on automating data entry using RPA and document capturing (with OCR)

7 use cases on automating data entry using RPA and document capturing (with OCR)

A novelty that has been buzzing around the B2B world lately is RPA (Robotic Process Automation). RPA enables the automation of repetitive processes and tasks that are typically carried out by people. It can be integrated in existing IT infrastructures and doesn’t require additional installations or hardware costs.

Klippa Document Capturing for RPA

Our in-house developed OCR (Optical Character Recognition) engine is highly skilled in capturing data from paper and digital documents. It takes our OCR engine a mere couple of seconds to process a sales order or an invoice and extract all the information, while it takes an employee between five and fifteen minutes. Over the past years, we have come across many different use cases for data capturing. Below you can see some of the most common examples:

  1. B2C Customer Services
    Nowadays, customers are accustomed to fast response times. With the right technology, you can shorten the wait time for incoming queries and automate the administrative process. Segregating the incoming queries and sorting them in order, you can make sure that they reach the correct agent for much quicker action. With OCR you can quickly streamline the incoming queries and reduce the waiting time for your clients.
  2. Accounts Payable – Invoice Processing
    Invoices and accounts payable (AP): the repetitiveness of recurring invoices and their large volumes lead to many hours of dull tasks for employees. People are prone to making mistakes, especially when they are bored. Computers are quite different. An OCR RPA automatically processes invoices when they come in. All the important information is parsed and placed in the respective fields in the ERP/accounting software. It is even possible for an engine to do soft decision-making for things such as invoices for food or travel. This minimizes human input, making the process less error-prone.
  3. Purchase/sales orders
    Data should be consistent and coherent across all enterprise systems. Sales representatives spend a significant amount of time to track down all the client data and enter it into the CRM and the ERP system. At the same time, the finance department has to replicate all the data and enter it into the accounting system. Of course, this process is never without errors and can result in the production of duplicates, which are detrimental to productivity. Using OCR RPA, you can perform sales activities end-to-end by automating tasks such as sales order entry, invoicing, etc. This will leave you with a a clean database and improved customer experience. Last but not least, it increases your employees’ satisfaction level as they can finally focus on your company’s core business instead of focusing on ‘boring’ administrative tasks.
  4. Payslips and Payrolls
    If you ask the HR department, they will surely confirm that one of the most repetitive and time-consuming tasks is processing payrolls and payslips. With OCR RPA you have consistent employee data across all different enterprise systems, and you can validate timesheets and quickly load and update earnings and deductions. 
  5. Storage of Client-Related Information
    When using OCR you have the ability to sort and store all the related to customer information via RPA in an organized manner. Based on the data that the engine has extracted, the system can now categorize and filter different data, such as phone numbers, addresses, purchase history, place of birth, etc. This data is automatically sent to the HR department, sales force and relevant employees. This allows employees to skip manual data entry and worries about the accuracy of results. With OCR the time it takes to do manual data entry can be reduced by 70%.
  6. Refunds
    Getting 5-star reviews depends highly on how quickly you processes refunds. However, repair requests, refund forms, and complaints are data-heavy and can actually take a significant amount of time to process. With OCR you can increase the refund speed and the response time. Customer experience will improve, as will reviews on search engines.
  7. Resumes (CVs) and recruitment processes
    Using OCR in combination with RPA enables you to filter and categorize incoming CVs. Through a setup of keywords, you can access the value of applicants, get rid of unwanted applications or do any other task. This process streamlines recruitment and give recruiters better applicant insights.  Not to mention that with OCR even the onboarding process can go a lot faster. New employees need to send over identification documents and OCR RPA will enable you to extract all that data and place it directly into your HR software system.

Klippa Document Processing RPA

There are many ways you can use RPA document processing as your data entry software. We understand that new systems may seem like a pain to get to know, but once you experience how new technology will help you to stay competitive and cost-effective, we are convinced you will no longer see it as an obstacle. Our experience tells us that employers and employees alike are very satisfied with our solution, because let’s be honest: nobody likes to manual data entry. Would you like to automate your data processes too? Just shoot us a message at [email protected].

Works with AZEXO page builder