In businesses, every incoming invoice goes through multiple processing steps, and the slowest part is often entering them into the system. When this work is done manually, finance teams struggle to move fast. Every day, hours are spent just moving invoice data around, instead of actually processing them. This manual routine adds unnecessary friction to daily workflows.
With AI, invoice data entry into the system doesn’t have to be such a hassle. McKinsey’s State of AI report shows that 72% of organizations now already implement AI automation in some form. For finance teams, using AI to automate invoice data capture can both significantly save time and reduce operating costs. In this article, you’ll find a guide on how to automate invoice data capture, along with best practices for implementing it reliably at high volume.
Types of Invoice File Formats AI Can Process
Invoices come in many formats, some sent as digital files, while others are printed or even handwritten. Fintelite’s AI OCR solution works across a wide range of invoice formats, capturing important text, numbers, tables, and key invoice fields. Our AI makes it seamless to process different types of invoices received by smartly reading and extracting data with a high accuracy rate.
Scanned invoices
These include paper invoices that are scanned or photographed using scanners or mobile devices. AI can read text from images, even when the quality is inconsistent, layouts vary, or documents show a skew.
PDF invoices
Digital PDF invoices are now the most popular format for sharing, usually generated and sent directly from the billing system. With text already machine-readable, AI can extract PDF invoices data faster and with higher accuracy.
Handwritten invoices
In fact, handwritten invoices still appear in some cases. But no need to worry, today’s AI can recognize handwritten characters and convert them into structured data, reducing manual input for documents that were traditionally time-consuming to process.
How Automated Invoice Data Capture with AI Works
Fintelite’s AI OCR is about streamlining how invoice data is collected and prepared for processing. By adding this automation into daily workflows, finance teams can eliminate the need for manual data entry, processing more invoices in less time.
Our solution is designed to be simple and operationally efficient. To see how this works in practice, watch a short demo video for a quick walkthrough.
Step 1: Submit files for capture
Upload invoice files in any format you have, it can be digital PDFs, scanned paper invoices, or image files.
Step 2: OCR-based data extraction
Fintelite’s AI OCR automatically reads invoice content and identifies data points, such as supplier information, invoice numbers, dates, tax amounts, totals, and line items. Specific data extraction is possible by applying pre-defined rules.
Step 3: Data conversion and structuring
The extracted data is converted and organized into structured formats that can easily work with your finance systems.
Step 4: Results ready for use
Invoice data is ready for review, approval, or system integration, enabling faster processing with less manual intervention.
Benefits of Automated Invoice Data Capture
Making shift to AI-powered invoice data capture benefits businesses in ways that manual processes cannot match, such as:
Faster Invoice Processing
With data extracted automatically from invoices, finance teams can reduce the manual workload that previously slowed them down and accelerate the invoice-to-payment cycle.
Fewer input mistakes
Manual data entry often leads to mistakes that can delay approvals or cause reconciliation issues. Automated capture enables fast data entry while maintaining consistent and accurate results every time.
Improved Productivity
By automating repetitive tasks, businesses can free up time previously spent on manual work and shift staff focus to higher-value activities.
Ready to Automate Invoice Data Capture with Fintelite AI OCR?
As we have explored in this article, automating invoice data capture is easy to implement and can bring multiple benefits to your workflow when you choose the right tool.
At Fintelite, we offer AI OCR technology specifically to make extracting data from any document faster and easier. Our solution understands tables and handwriting, delivering consistently accurate data extract even from varying document designs. Why don’t you give Fintelite AI OCR a try? Schedule a demo today and discover how our product can add real value to your business.
