A pro forma invoice is a document that is frequently used in business transactions, serving as a valid reference of information to record in a company’s financial entries. To manage these documents efficiently, Optical Character Recognition (OCR) is a must-have tool. This technology can help simplify data capture of pro forma invoices, extracting details to input on the system automatically. Switching from manual processing to OCR unlocks various benefits that improve operational efficiency.
This article will explain how OCR for proforma invoices works from start to finish and how you can make the most of it for your business.
Challenges of Managing Proforma Invoices
Manually processing and inputting pro forma invoices often comes with several problems that can lead to operational inefficiency and higher risk to data inaccuracy.
Time-draining
The primary reason why manual pro forma invoice processing takes a long time is that the data has to be entered into the system manually, one by one. This can slow down the entire workflow, especially when there’s a large number of them to process.
Error-prone
When it comes to business financial records, accuracy matters most. However, manually inputting pro forma invoices to ledgers like Excel increases the chances of human error, as repetitive data entry can lead to oversight and unintentional mistakes.
Limited scalability
As the number of pro forma invoices grows, manual entry becomes harder to manage efficiently. The continued reliance on manual pro forma invoice processing can hinder business scalability with accumulated workloads and approval delays.
How OCR Automates Proforma Invoices Entry
Optical Character Recognition (OCR) enables automated data extraction from proforma invoices in seconds. With this powerful advantage, businesses can maximize OCR for proforma invoices to speed up data entry and procure-to-pay cycles by eliminating the need for manual input. Here’s how OCR works automatically for proforma invoice:
Document scanning
OCR scans image-based or digital PDFs of proforma invoices and identifies all visible text and numbers.
Data extraction
OCR captures every important data field such as line items, total payable amount, due date, and more.
Data transfer
All the extracted data is then pushed to your database system, which can be your spreadsheet or ERP.
Read more: How OCR Data Entry Works
Benefits of Using OCR for Proforma Invoices
How far does this automated data capture of proforma invoices affect the financial workflow? Here are the game-changing benefits of using OCR for proforma invoices:
Reduced turnaround time
By integrating OCR as part of the workflow, data from every newly received proforma invoice can be automatically extracted and routed to the right system in less time. Not only does this shorten the time spent, but it also speeds up overall processing cycles.
More reliable records
OCR-based proforma invoice processing ensures a higher level of accuracy, resulting in more reliable financial records with no more tedious corrections or delays. Human error is greatly minimized, giving teams confidence in processing the data further.
Scalable processing
OCR supports scalable processing by efficiently handling increasing volumes of proforma invoices with ease, allowing you to maintain high speed and accuracy without having to hire extra staff.
Fintelite AI-Powered OCR Solutions Made for Businesses Efficiency
Stop relying heavily on manual processing, or your business will lose more time and money than you might realize.
Fintelite Intelligent OCR is a an automation solution for data extraction, comes with AI-powered capabilities to scale seamlessly across documents. This makes Fintelite the best solution to streamline your proforma invoice processing, allowing you to handle different designs and layouts efficiently. Extract key details from proforma invoices and auto pushes them to your defined place, all without manual grind.
Ready to make big improvements in your workflow? Jadwalkan Demo or contact our team for discussing your specific needs.
