7 Use cases to Automate Data Entry using RPA and Document Capturing (With OCR)

7 Use cases to Automate Data Entry using RPA and Document Capturing (With OCR)

An important buzzword that has been circling in the B2B world lately is RPA (Robotic Process Automation). RPA being a descendant of Automation is perceived as a complex system that enables the automation of repetitive processes and tasks that are typically carried out by employees. The aforementioned system of RPA is most often a cross-platform, cross-application and cross-department one. Because it has to be integrated with the existing IT infrastructure and should not require additional installations and hardware costs. Therefore companies can achieve economies of scale on processes without investing heavily.

Klippa Document Capturing for RPA

With the inhouse developed OCR (Optical Character Recognition) engine, Klippa has achieved a significant automation level when it comes to data capturing from physical and digital documents. It takes our OCR engine a couple of seconds to e.g. process a sales order or an invoice and extract all the information from it. While on the other hand, an employee would need anywhere from 5 to 15 minutes to perform a similar task. This is just an example of a use case that many companies recognize. Over the past years, we have seen many different use cases for data capturing. Below you can see some of the most common examples:

  1. B2C Customer Services
    Customers nowadays are accustomed to fast response times. In the era of digitization, it is indeed possible to shorten the wait time for incoming queries and automate the process for your company. Segregating the incoming queries and sorting them in order, you can make sure that they reach the correct agent for much more quick action. No more middlemen and clients waiting to be transferred from one executive to another. With the OCR you can quickly streamline the incoming queries and reduce the wait time of your clients.
  2. Accounts Payable – Invoice Processing
    It would be difficult to create this blog without referring to Invoices and Accounts Payable in general. The repetitive manner of recurring invoices and their large volumes are tasks that can result in many hours of dull tasks. Not to mention how error-prone they are. An OCR RPA is automatically processing invoices once they have been received. All the important information is now parsed already and placed in the respective fields in the ERP/ Accounting Software. It is even possible for an engine like this to do soft decision-making such as an invoice concerning food or travel expense etc. This indeed minimizes the input of the human, making it less error-prone.
  3. Purchase Orders – Sales Orders
    Data has to be consistent and coherent across all the enterprise systems. Sales representatives need to spend a significant amount of time to track down all the data of their clients and do an entry of them at the CRM system but also the ERP system. At the same time, the Finance department has to replicate all the data and do an entry of them at the Accounting System. Of course, this process is error-prone and it can result in the production of duplicate. That would be detrimental to productivity. Using OCR RPA you can perform sales activities end to end by automating tasks such as sales order entry, invoicing, etc. Matching the two different documents can provide a clean database of no duplicated profiles/ entries. Moreover, it can improve the customer experience by reducing internal misinformation. Last but not least, it can increase your sales employees’ satisfaction level as it removes the time-consuming dull process and channels the effort of them in what really grows your business.
  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 the conduction of the payrolls and payslips. They require a lot of effort in data entry and they consume a lot of energy from the department. Using OCR RPA you can have consistent employee data across all different enterprise systems, validate timesheets and quickly load/update earnings and deductions. 
  5. Storage of Client Related Information
    After using OCR you have the ability to sort and store, in an organized manner all the related to customer information via RPA. Based on OCR and all 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. Having an even more sophisticated system all this data is automatically been shown to the HR Department, sales force and all the relevant employees. Allowing all the users to be able to avoid manual data entry without worry about whether the results are accurate or not. With OCR all the manual data entry tasks can be reduced in time by 80%, not to mention the reduction of human errors.
  6. Refunds for DOAs
    Getting a streak on 5-star reviews for a company can also depend on how quickly it processes the refunds. Indeed, customers with high expectations want this process to be easy and fast, but that is not always the case. Repair requests, refund forms, and complaints are data-heavy and can actually take a significant amount of time to process. Using OCR for these documents you can greatly increase the refund speed but also the response time for these kinds of inquiries. Nonetheless, the whole customer experience will increase likewise, so as the reviews on the search engine.
  7. Resumes (CVs) and Recruitment process
    Using OCR in combination with RPA you can filter and sort incoming CVs. Through a setup of keywords, you can access the value of the applicant, get rid of undesirable applications or customly do any other task you would like it to do. This process can streamline the Recruitment in the desired way and give the recruiters the insights to thoroughly access every applicant.  Not to mention that with OCR even the onboarding can be shortened by a significant amount of time. Since the new employee has to send over Identification documents, using OCR RPA you can extract all that data in place it directly to your HR software system.

Klippa Document Processing RPA

It should be obvious by now that there are many ways you can exploit RPA document processing within organizations. We understand that change can be hard in the short term, but in the long term, it is a necessity to stay competitive and create a cost-effective organization. Our experience verifies that in the end employees are usually happy when new data entry tooling enters an organization because let’s be honest: nobody likes to manually enter data. Do you have document processes within your organization that you would like to automate using RPA? Just shoot us a message at info@klippa.com and let’s discover how Klippa could help you out.

Image Map WordPress builder