6 scanning programs to automate document capture

Automating document capture is a competitive challenge for any company. Digitization software can help you make the transition to digital, and bring about the digital transformation of your entire organization.

Their technologies enable :

• automate data processing,
• intelligent indexing of searchable files in a content management system,
• export document flows to business applications,
• provide better customer service.

Compare electronic data capture solutions for greater productivity:

See all software Electronic Data Capture

How does data capture technology work?

The principle of LAD - automatic document reading - enables documents to be scanned by automatic reading.

During scanning, the software can extract targeted data and intelligently organize it in a content management system, also known as EDM (electronic document management), from which the entire company draws information.

Data and metadata (data structuring a document, enabling the classification system to be enriched and automated) can also be sent directly to other systems.Data and metadata (data structuring a document, enabling the classification system to be enriched and automated) can also be sent directly to business applications, such as ERP or CRM, for further processing.

The principle of ADR - automatic document recognition in the broadest sense of the term - makes it possible to identify different types of document and recognize the precise locations of the data to be extracted.

🛠️ LAD is made possible by the following document recognition technologies :

• RAD (Automatic Document Recognition),
• OCR (Optical Character Recognition),
• OMR (Optical Mark Recognition),
• an ICR (Intelligent Character Recognition) tool,
• an integrated barcode recognition tool,
• etc.

The following image shows a diagram that simply summarizes how document capture works and why it's important:

Compare document capture solutions for the enterprise

The following table summarizes the scanning software comparison you'll find in this article. It reflects the features that distinguish each solution.

We recommend that you read each software description in detail to form your own opinion. We also recommend that you compare the key features and entry prices of each software in our comparison table detailed later in this article.

Comparing tools enables you to choose the right software for your company's data flow, taking into account the specifics of your sector or entity.

Bluemega

Developed by a French company, Bluemega is aimed at organizations equipped with multifunction copiers: SMEs, local authorities or multi-site organizations. This tool simplifies document capture directly at the source, without having to install any software on the user side. The promise is based on a " no client, no driver" approach, which reduces IT constraints and accelerates adoption by field teams.

Overview and benefits for SMEs and local authorities

Designed for distributed environments, Bluemega is perfectly suited to the needs of organizations already using multifunction copiers (MFPs) for their day-to-day document needs. Rather than adding a software layer on the user's side, the publisher relies on an embedded interface directly on the copier's screen, thus reducing installation costs and training efforts.

This approach is particularly well-suited to SMEs, local authorities and multi-agency networks, who wish to automate document dispatch to an EDM directory, ERP, HR or accounting tool, without mobilizing their IT department. The indexing of documents can be customized, facilitating downstream processing and optimizing the search for critical information.

Automated workflows also make it possible to :

• reduce manual errors,
• save time on repetitive tasks,
• guarantee the conformity of transmissions thanks to integrated traceability.

Bluemega's main features

• direct scanning from MFPs to e-mail, directories, EDM, HRIS or ERP ;
• intelligent document recognition : OCR, barcode, forms ;
• automatic indexing of critical data (invoice number, date, customer, etc.);
• secure connection to information systems (LDAP, SSO, SFTP);
• structured file export: PDF, TIFF, XML, JSON... ;
• SaaS or on-premise, depending on business needs ;
• centralized administration to control all document flows.

The benefits of the Bluemega Connect edition

The Bluemega Connect version stands out for its ability to create customized, code-free capture scenarios for each department (accounting, HR, sales, etc.). For example, a customer order or supplier contract can be digitized and sent directly to the dedicated application with the right business indexes.

Security is also a strong pillar, with every transmission traced, authenticated and encrypted, guaranteeing RGPD compliance.

CaptureOn Touch Pro: Canon's scanning software

Canon's CaptureOnTouch scanning software was released as a professional version in 2016. In theory, CaptureOnTouch Pro is suitable for any type of business.

In practice, we recommend this software for freelancers and small businesses, due to the software's capabilities. Canon ImageFORMULA scanners are equipped with CaptureOnTouch Pro: Canon fans will appreciate it.

CaptureOnTouch Pro overview and compatibility

CaptureOnTouch Pro is ideally suited to the needs of small businesses running Windows-based systems.

The use of ImageFormula scanners is also a prerequisite for the use of CaptureOnTouch Pro software.

An important point to check is the software's compatibility :

• with Canon ImageFormula scanners only;
• with Microsoft Windows operating system only, with support for Windows 10, Windows 8.1, Windows 7 Service Pack 1 or later, WindowsVista Service Pack 2 or later;
• with Microsoft Windows Server 2012 R2 and Microsoft Windows Server 2008 R2 Service Pack 1 or later;
• Citrix XenApp 7.5 environment.

CaptureOn Touch Pro software key features

• standard 3-step scan from scanner or software ;
• single-sided or double-sided scanning, with blank pages eliminated;
• export and conversion of files in the following formats: compact PDF/A, indexable and editable PDF, multi-page TIFF, JPEG, PowerPoint, etc. ;
• intelligent batch scanning and separation of documents;
• filing in separate folders or files;
• OCR, patch code and barcode technologies (optional module);
• up to 10 recognition zones for index data files;
• enriched index file formats for documents: XML, CSV and JSON ;
• export of scanned documents to the Cloud and other applications such as Dropbox, Evernote, SharePoint, SugarSync and Google Drive.

Simplicity for small businesses

CaptureOnTouch Pro scanning software is easy to learn and use: the interface's icons simplify operation.

See the simplicity of the CaptureOnTouch Pro software interface in the following image:

Companies save time in processing their document flows, and have access to a search tool that can be configured to suit their activity (customizable indexing).

Connectivity with other devices is functional: it enables scanned documents to be sent quickly by email, to a printer or even a cloud storage solution. Intelligent indexing makes document retrieval easy.

CaptureOnTouch Pro

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Advanced Document Management Software Solution

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Continia

Continia Document Capture is a solution specially designed for companies already equipped with Microsoft Dynamics 365 Business Central. It integrates natively with the ERP to automate the processing of accounting documents such as invoices, purchase orders and vouchers. This tool means less manual data entry, better traceability, and a smooth validation workflow within the Dynamics environment.

Integrated natively into Microsoft Dynamics 365 Business Central, Continia Document Capture is designed for companies wishing to streamline and automate the management of their incoming documents, while remaining within an environment they are already familiar with.

Overview and benefits for companies using Microsoft Dynamics

Continia is particularly appreciated by accounting and purchasing teams, as it simplifies the validation of supplier invoices, even in multi-site or multi-entity environments. The integrated approval workflow adapts to the specific needs of each company, and the digital archiving of documents enables rapid access to the document history from supplier files.

In addition to productivity gains, Continia also enhances regulatory compliance, by ensuring that documents are retained in accordance with tax and legal requirements.

By automatically capturing files (PDFs, e-mails, scanned paper documents), the software extracts key data using OCR, then automatically matches them to purchase orders or receiving slips in the ERP. This intelligent matching eliminates data entry errors, while speeding up processing times.

Continia's main features

• automatic scanning of incoming documents (paper, PDF, email...) ;
• intelligent OCR to capture data (invoice number, VAT, supplier, etc.) ;
• automatic matching with orders or receipts in Business Central ;
• integrated approval workflow for one-click validation;
• digital archiving with instant access from supplier files;
• processing of structured formats such as PEPPOL, XML, Factur-X ;
• real-time status and exception tracking.

Advantages of the Continia Document Capture Advanced edition

The Advanced version of Continia deploys contextual recognition and advanced workflow functionalities . It can manage multiple legal entities, complex approval circuits and integrate customized accounting control rules.

For multi-site companies or international groups, it's the ideal solution for standardizing document processing, while retaining business flexibility.

Continia

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IRISPowerscan 10: scanning and data capture software

IRIS is Europe's leading provider of batch scanning and document recognition solutions .

IRISPowerscan 10 software is compatible with the majority of scanners on the market, and can be easily scaled to meet the needs of companies with document volumes of up to 10,000 documents per day.

For larger volumes and projects, the publisher will be offering even more advanced solutions with its ^IRISXtractTM technology.

Software overview and benefits for SMEs

The solution has met with great success, especially in the hotel, medical, banking and logistics sectors.

Compatible with all scanner brands, the scanning and data capture software enables :

• dematerialize all types of documents, structured or unstructured, such as passports, medical certificates, contracts, insurance certificates, delivery notes, etc. ;
• metadata management for indexing files that can be queried on demand;
• eliminate errors and cut costs by reducing the need for manual data management;
• increase business productivity through process automation.

The following video explains the benefits of IRISPowerscan 10 software:

Main features of IRISPowerscan 10 software

• scan and import documents from any source: secure cloud (DropBox, OneDrive, Box), printer, scanner, email... ;
• ultra-fast scanning of all document types (invoices, forms, ID cards, etc.) and file formats (PDF, JPEG, DOC, TIFF, etc.);
• over 20 techniques to improve the quality of scanned documents;
• control processes to verify and eliminate inconsistencies;
• all LAD RAD technologies for data recognition, classification and extraction: OCR, ICR, barcode recognition, regular expression sorting, etc. ... ;
• patented ^{IRISFingerprintTM} technology;
• data extraction and document indexing in the archiving or EDM system of your choice: OneDrive, Dropbox, box, Therefore, Microsoft Sharepoint ;
• hyper-compression of files, preserving identical quality for archiving.

Remarkable advantage: data export in total freedom

IRISPowerscan software lets you export and compress documents and data to folders, e-mail, CMIS (Alfresco, Documentum...), the Cloud or any other business application such as Therefore, ODBC, Autonomy Worksite, SharePoint, FileNet, OpenText (...).

And that's not all: you can also use connectors to export to SAP, EBP, Microsoft Dynamics, Oracle Financials, etc.

You choose the export format: DOC, PDF, JPEG, IRIS hyper-compressed PDF, etc.

IRISPowerscan

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Advanced Document Capture Software for Effortless Scanning

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ITESOFT

Designed for medium-sized and large companies, ITESOFT automatically captures, sorts, validates and injects incoming documents into information systems. Thanks to a combination of advanced OCR,AI and intelligent workflows, this solution covers the entire document processing chain, from initial scan to export to ERP or EDM. It is particularly well-suited to high-volume organizations and those subject to stringent regulatory requirements.

Overview and benefits for companies seeking intelligent automation

Thanks to its multi-channel capture engine and advanced analysis algorithms, the solution enables end-to-end management of incoming document processing, from receipt to integration into business tools.

Its flexible architecture adapts to both on-premise and cloud environments, with customizable configuration options thanks to a low-code interface. Documents (invoices, contracts, customer files, etc.) are automatically sorted, analyzed and then injected into ERP, EDM or internal validation workflows.

Another of ITESOFT's strong points is its ability to detect document fraud or duplication via AI technologies. This function is particularly useful for companies subject to strict regulatory constraints, or in need of rigorous document traceability.

Key ITESOFT features

• multi-channel capture: scanner, email, web portal, mobile ;
• advanced OCR and AI for document recognition, duplicate and fraud detection ;
• intelligent indexing and automatic extraction of key data;
• integrated workflow for validation, control and follow-up;
• extensive compatibility with ERP, HRIS, EDM, CRM... ;
• SaaS or on-premise model, depending on security requirements;
• low-code interface for creating customized capture processes.

The benefits of the ITESOFT Streamline for Invoices edition

The Streamline for Invoices version specifically targets the dematerialization of supplier invoices, with a clear promise: process an invoice in less than a minute. Thanks to its multi-format recognition engine (PDF, Factur-X, XML...), and its automatic verification module, processing times are reduced by over 60%.

Another strong point is its ability to detect anomalies or attempted document fraud thanks to behavioral analysis algorithms, making it a popular solution with CFOs and CISOs.

Itesoft

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Kofax Capture: modular document capture software

Kofax defines its Kofax Capture software as a "multi-channel" document capture solution .

We also note the software's modularity, enabling small and medium-sized businesses and large groups to add complementary modules to their departments to meet specific document capture and data extraction needs.

Overview and benefits for large companies

Kofax Capture meets the expectations of IT decision-makers who need to manage complex infrastructures within a large organization.

In a context where the diversity of hardware, scanners, computers and web services must cohabit with the network and business applications, the decision-maker must also meet the challenges of data center cybersecurity and productivity.

The implementation of Kofax Capture will simplify the information processing and routing production chain, and make it possible to handle large volumes of documents while protecting against cyber-attacks.

The risk of new hackers is completely eliminated. The most demanding experts can operate secure technologies with complete peace of mind, thanks to :

• a flexible API for setting their own processing rules,
• compatibility with all intelligent devices,
• a modular, secure offering.

The only drawback is that Kofax Capture software must be used in conjunction with the Kofax Transformation Modules platform to convert documents into usable digital data, thereby accelerating the document processing workflow.

The following image gives an overview of the Kofax Capture software interface in its mobile version:

Key features of the modular solution

• multi-source scanning and capture: from scanner, printer, email, Cloud ;
• extraction of information from paper documents or digital files (contracts, hand-filled forms, invoices, etc.);
• multiple data indexing processes, with validation step on any type of digitized file;
• 50 modules are available for customized image processing, barcode control, handwritten text, forms, etc. ;
• quality processing thanks to patented Kofax VRS® technology (cleaning, cropping, alignment, etc.);
• data export to a wide range of BPM, ERP and ECM solutions, as well as to system providers such as Microsoft, Oracle, IBM and Open Text;
• modules for customizing business processes, such as automated document separation, form extraction, etc. ;
• compatibility with 300 models of multifunction printers and scanners (Canon, Lexmark, HP, etc.).

Kofax Capture Enterprise Edition benefits

Kofax Capture Enterprise Edition meets a number of additional needs:

• high availability and disaster recovery functions,
• real-time remote performance monitoring,
• connection to Terminal Services and Citrix,
• compatibility with databases such as IBM DB2, Microsoft SQL Server Enterprise and Oracle Database.

Kofax Capture

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How to choose your document capture automation tool

Summary table of the 6 best document capture tools

Criteria to consider for an optimum choice

Choosing the right document capture software is more than just comparing lists of features. Above all, you need to identify the right solution for your processes, processing volumes and existing business tools. Here are the main criteria not to be overlooked:

• type of documents to be processed: invoices, contracts, purchase orders, ID documents... not all have the same capture or OCR requirements;
• volumes and frequency: some tools are designed for a few hundred documents per month, others for 10,000 per day;
• IS compatibility: good software should integrate easily with your ERP, EDM, CRM, and even your existing approval workflows;
• automation capabilities: from intelligent recognition to automatic separation, the level of automation determines how much time you save;
• cloud or on-premise: depending on your security, RGPD or multi-site deployment requirements, the technical architecture counts;
• ease of use: intuitive interface, low-code configuration, pre-configured scenarios... your users' comfort is a real driver of adoption;
• support and scalability: make sure the vendor offers solid support, and that the solution can evolve with your needs.

What are the 10 benefits of document capture?

Thanks to professional scanning software, automated document capture offers the following 10 advantages:

Benefit no. 1: capture and extract data for re-use

You can scan and import any type of document from a paper or digital source. Reading and recognition technologies automate the process of classifying and indexing documents and metadata.

Benefit no. 2: determine your own intelligent indexing system

You tell the software your own classification rules. It recognizes and indexes your documents according to your organization and needs.

Advantage no. 3: Automatically classify your documents for easier retrieval

The technologies are based on the criteria you define. They classify documents by type before indexing them in your EDM platform according to your own rules.

Benefit no. 4: export data to business applications

The software can extract invoice data, for example, and automatically import them into accounting software, classifying them into supplier accounts.

Benefit no. 5: dematerialize multiple documents

The dematerialization of invoices enables faster tracking and processing. Management costs can also be halved.

Benefit no. 6: Use reliable data on demand

Thanks to metadata, the software will index and archive your documents according to classification rules that are useful for all the departments concerned within the company. When someone is looking for a specific document or data, they can find it quickly and easily.

Benefit no. 7: save time, increase productivity and responsiveness

Your teams have access to reliable data and the same level of information, which encourages collaborative working. By quickly identifying the right data and exploiting quality data, your teams are more responsive and productive.

Benefit no. 8: Reduce manual errors

Repetitive tasks performed by humans lead to errors. Automation eliminates input errors and speeds up data flow processing.

Benefit no. 9: Lower processing costs

Manual processing is greatly reduced. Tasks are automated, speeding up data capture and extraction processes. All of which means lower operating costs.

Benefit no. 10: save storage space

For electronic archiving, you can choose to compress your files. This reduces their weight. They take up less online storage space. What's more, by reducing your company's use of paper, you reduce the amount of physical storage space required for archives, and adopt an eco-responsible approach.

See all software Electronic Data Capture

Automating document capture: a strategic decision

Automating document capture is no longer an option. It's a direct lever for productivity, reliability and compliance, whatever the business sector. The tools we have compared here meet a wide range of needs: from small structures to multi-site organizations, from manual processing to full automation.

Each company has its own constraints, workflows and business tools. The right software is the one that integrates naturally into your processes, while saving you time and reducing human error.

💡 Our advice: start with a pilot, test effectiveness in real-life conditions, then deploy on a larger scale. Because at the end of the day, better document capture means better business management.