Invoice Data Capture
Scan, transform and automatically upload data from paper invoices into the ERP system by using Intelligent Data Capture with RPA.A customer calls you about an invoice. Are your first words “Please hold.”?
With DocQmentor, critical information can be automatically extracted and tied to any invoice, order form, shipping label, or document. Using caller ID, you can pull the entire customer’s history up on your computer using their phone number before answering the call. DocQmentor can search tens of millions of records and return results within seconds. This automatic generation of paper trails can link orders, invoices, and receipts so your customer is never left waiting.
Automatic Forms Processing
With DocQmentor, you determine what information the system will collect from a document or form. DocQmentor can recognize extra data from tables, checkboxes, hand-written forms, compound documents, etc. Do you need to pull 47 different items off a form automatically? DocQmentor can do it. Need to standardize file names? DocQmentor can do it. Do you have Government forms or vendor invoices that change year to year? DocQmentor can adjust to collect data from them the same way every time.
Workflow Processing – No More Bottlenecks
It is one thing to track documents as they flow through your organization. It is another to use automation to make sure docs don’t get stuck in transit. For example, that customer order needs executive approval before it can be routed to fulfillment and billing. The problem is the approval manager went on a week’s long vacation. DocQmentor can track where documents are in a business process and send gentle (or not so gentle) reminders to those delaying the process. Then, if necessary, DocQmentor can re-route business processes when they go too long without a response.
DocQmentor is built on Microsoft’s technology stack using SharePoint, TEAMS, and OneDrive. This technology means that all documents can have Active Directory control their digital rights. Sensitive information like payroll or performance reviews can automatically be marked so that only certain people or specific teams can have access. DocQmentor ensures that only the right people can process, search, and retrieve sensitive information.
DocQmentor can provide custom search pages for different departments or form types. For example, I want to see how many of my engineers have passed a certification exam. Rather than guess what data I need to include in my search, I can go to a custom search page to guide me on which keywords and metadata I should be entering. A few clicks later, I can query all the data stores in my organization for my results, returned in seconds.
Time is precious, and nothing is more frustrating than opening every document returned in a search to determine if it is the correct one. DocQmentor allows a quick preview. You can select a file from search results and immediately see a preview of the file without opening it. It only saves a few seconds, but if this action is repeated hundreds of times a day, that can add up. DocQmentor file preview reduces the frustration of users searching multiple documents.
New employees want to make a good impression on their first day. Companies need to make a good impression also. Leaving a new employee in a conference room waiting on their next step in a new employee orientation does not make a good first impression. Instead, take the many stages of complex action and break them down into trackable tasks. DocQmentor process automation can schedule out each step along the way, making sure all the correct forms are filled out, the right people are introduced, and the right actions are taken at the right time. Take your repeatable processes and let DocQmentor manage the steps automatically for you.
In a post covid world, the workforce has gone mobile. Working from home, or working from Starbucks, is now the norm. Because DocQmentor is built on top of Microsoft’s SharePoint/TEAMS/OneDrive infrastructure, its interface is instantly adapted to any device with any screen resolution. Adaptation means users get the same experience when searching for documents on their phone, tablet, or desktop device. DocQmentor is a document management system that you can take anywhere on any device.
DocQmentor integrates with any existing databases. Microsoft data connectors allow DocQmentor to provide forms processing and automation control to integrate with ERP systems, customer relationship managers, inventory control, AR and AP accounting systems, and other business solutions. Because DocQmentor can tie together systems using critical metadata, you can bind document sets together for disparate systems. DocQmentor can automatically take your archive of documents into your existing business solutions.
DocQmentor can help you digitize everything in your organization, so you never have to deal with paper forms again. The DocQmentor system can work with any off-the-shelf scanner or equipment and does not require customers to lease a specific type of scanner or hardware. Digital files allow incredible speeds when searching and loading data. Your organization no longer has to maintain a vast storage space filled with endless file cabinets full of paper copies. Use DocQmentor and save a few thousand trees every year.
DocQmentor uses the Microsoft Cloud as its backbone. Cloud storage means that DocQmentor’s data storage files can be maintained on-premise for speed while also backed up continuously to the cloud. Hit by ransomware or the latest nasty virus? DocQmentor can have you back up and running in no time while rebuilding your local storage of files. Microsoft offers higher-end fault-tolerant systems and disaster recovery tools for organizations where data security is paramount. DocQmentor has you secured.
Other solutions charge ridiculous fees for changes or additions of new forms. DocQmentor uses Microsoft’s Artificial Intelligence and Machine Learning algorithms that are so simple that we will teach you how to add new documents to the system yourself. A small amount of coding needs to be done on the backend, but any employee can do the majority of work training the system to recognize new forms without extensive training. DocQmentor also comes with an optional services agreement where we will continuously add new forms to the system for you if you prefer. Either way, it will be a fraction of the cost other systems charge for changes to the document models.
Government forms change. Companies change invoices and shipping labels. When this happens, the document management system needs to adapt quickly. Many systems can’t. DocQmentor can process forms independently of each other but can combine and compile the documents into the same library for storage. HR looking up wage garnishment forms does not care that the Texas 2020 form looks different from the Oklahoma 2022 form. They need the data inside the forms. DocQmentor does not care either, and it can build libraries with multiple types of forms combined.
DocQmentor allows users to scan files directly from any scanner into the DocQmentor system for processing. It can even have a universal folder where all file and form types are placed, and DocQmentor will figure out which form it is and send it to the appropriate processing center. However, the system is built to take any document from any input. This process means that you can drag and drop files directly into the system without scanning. You can even take attachments in email and drop them in. Companies with extensive archives of scanned documents can drop the files directly into DocQmentor and forget about them. DocQmentor will scan them, extract the data automatically, rename the file, apply the metadata for search, and file the documents in whichever storage folder is required. Hands-free every time.
DocQmentor can process millions of documents with fantastic speed and accuracy. Customers appreciate having a dashboard that provides information on the documents being processed. DocQmentor can provide a simple dashboard showing statistics on the number of records, time saved, and money saved using DocQmentor. It can show how many are currently processing and if any need manual review. DocQmentor can also provide a high-end graphical dashboard using Microsoft Power BI. This dashboard includes similar information but also includes data analytics and report that can analyze trends, find outliers, monitor business flows, and more. Pick the level of detail you want to see while using DocQmentor and be amazed at the results.
Do you want to save your documents and forms at a department level instead of a single archive? DocQmentor can save your documents where ever it makes sense to your organization. For example, marketing documents can be kept in a Marketing Team folder. HR can have all their documents saved in HR division folders. The best part is that it does not matter where the records are stored; DocQmentor can search across all the storage locations in the enterprise to find data in seconds. And DocQmentor always protects the files so that only authorized users can search and access the records.
Get in touch with DocQmentor consultant
209 State Highway 121 Bypass, Suite # 36, Lewisville, TX 75067