Why PDF Mapping enables 100% Document Data Entry Automation – and OCR/AI based solutions not

Many companies look for ways to reduce their manual data entry to streamline their processes.

Automatically and Accurately Capture 100% of Incoming Orders and Invoices – Without Manual Correction Necessary

Many companies are looking for new ways to make their processes even more efficient to offer their customers a better, faster service. Processing orders and invoices automatically, without the need for an employee to transfer the data into the system, is therefore a goal of many companies.

As an innovative solution, PDF Mapping can achieve 100% automatic data entry – with precise technology that differs from OCR/AI based solutions.

What is OCR?

There are two types of PDF documents: Digital PDF documents that can be read by computers and scanned PDF documents that cannot be read by computers. These PDFs are created, for example, when a paper document is scanned. OCR stands for “Optical Character Recognition”. An OCR software tries to recognize text from such scanned documents and make it readable for a computer. For this purpose, the software tries to recognize the letters by means of patterns. In effect, computers can capture the data of these documents just like a human being.

However, the accuracy of this capturing is highly dependent on the image quality of the scan and the quality of the automatic text recognition itself. Thus, many errors occur when documents are captured with OCR. These fundamental problems mean that scanned documents very often have to be manually corrected. This costs a lot of time and often makes the use of OCR obsolete.

Similarily, the accuracy of AI based solutions is dependent on which data you want to extract and the AI learning process. Like OCR solutions, this makes human feedback and editing necessary, and therefore does not fully automize your document data entry process.

Capture Documents 100% Automatically and Accurately

The PDF-Mapper enables the Automatic Data Capture of PDF Documents via an alternative technology – error-free, complete and no matter how complex. You save the effort of data entry and no longer need to manually edit data.

With its comprehensive features, the PDF-Mapper is able to automatically capture all PDF Orders, Invoices, Delivery Notes and other documents that you regularly receive from your customers and suppliers. Documents can be multi-page and multilingual, have any layout, contain detailed item descriptions and specifications and have a wide variety of item information. Even multi-line order numbers, column breaks or line breaks are recognized.

PDF-Mapper automizes data entry reliably with 100% accuracy.

Automatically Capture all PDF Documents – the Perfect Process with Digital PDF

If you receive documents digitally, e.g. by e-mail, the PDF files contain readable data. Thus the PDF-Mapper can work perfectly. However, if you scan documents, for example because they arrive by fax, this readable data is lost along the way. In this case you have two options to automate your data entry anyways:

Create Digital PDF Documents

For optimal quality and 100% accuracy we recommend your customers & suppliers to send you digital PDF documents, for example by using PDF printers. This way, you receive documents directly in readable PDF format and without data loss.

Ask your business partners to no longer send you documents by fax, but via e-mail as PDFs – these PDFs can be created directly and easily from any application, e.g. by a PDF printer.

A free PDF printer with integrated e-mail dispatch is for example PDF24 Creator.

Installation of PDF24 Creator
  1. Download PDF24 Creator here.
  2. Install the application using the wizard.
  3. After successful installation you will be offered another printer: PDF24 PDF. This is the PDF printer with integrated e-mail dispatch, which you will use in the future to send your documents to business partners by e-mail.

Instructions for PDF Printing
  1. Create your document as usual in an application.
  2. For transmission to the recipient, select Print in your application and then select printer PDF24 PDF.
  3. In the PDF24 Assistant, select the option Send by e-mail.
  4. Enter a subject or simply confirm the default setting.
  5. Your usual e-mail program will open. All you have to do is enter the recipient’s e-mail address and, if necessary, add or adapt the mail text.
  6. Click on send – done.

Digitize PDF Documents with OCR

Alternatively, OCR software can be used as a preliminary stage of PDF-Mapper to make paper documents readable. With the comprehensive functions of the PDF Mapper you can then process this data automatically and even correct faulty scanned data and import it properly into your ERP system.

In addition, there are some important features that allow you to check for yourself how well your documents scanned with OCR can be further processed using PDF mapping:

Anchor texts

These are fixed texts that serve the PDF mapping for orientation in the layout. They must be recognized without errors in every OCR scan. For example, in the illustration on the right, the anchor text Bestellung Nr. (=Order No.) must always be recognized by the OCR software in exactly the same way. Texts such as Bestellung-Ir, Bestellung Nr, Bestellung-Ir, Besteiiung-Vr cannot be used for the PDF mapping:

The anchor text Order No. used in the mapping is not found and therefore also not e.g. the purchase order number. Depending on the case, we can help with our tools.

Other issues

Text sizes

The positions and text sizes vary in recognition. The OCR recognition of a scanned PDF provides text positions and sizes that vary slightly or more depending on the image quality. This can lead to recognition and data assignment errors in the PDF mapping process.

Separation of text fields

Text fields are not always separated cleanly, but are recognized as belonging together.

Relative positions

Text fields change their distances and positions from one another.

It is easy to get started. Try it for free!

You can easily try out PDF-Mapper completely free for 30 days. We guide you along the way.