OCR software (Optical Character Recognition) converts documents such as purchase orders, quotes, or supplier invoices into usable digital data. It automatically extracts key information (amounts, dates, suppliers, product references) from PDF files or images. In a procurement department, OCR simplifies the processing, validation, and integration of documents into management systems. Advanced solutions like Koncile go even further by leveraging artificial intelligence to accurately identify relevant data and structure it for immediate use in ERP or accounting software.

Koncile allows you to import PDF files as well as all common image formats, including PNG and JPEG.

‍

At Koncile, you choose: automatic archiving (by default) or automatic deletion (optional).

• Automatic archiving keeps your invoices and extracted data, allowing you to easily retrieve them and comply with legal retention requirements (usually 10 years).
• Automatic deletion offers maximum confidentiality: invoices are processed via the API, data is sent to you, and everything is immediately and permanently deleted from Koncile's servers. This action is irreversible, so make sure you’ve saved the data.
• You can also manually delete invoices at any time.

If your subscription is canceled, your invoices will be deleted after the legal retention period.

Security and privacy are our priorities. Your data is encrypted, access is strictly controlled, and we comply with GDPR. Our full privacy policy is available on our website. Koncile offers flexibility and security for managing your invoices.

Koncile is easily integrated with your purchasing management tools and your ERP thanks to a powerful API, accompanied by comprehensive documentation. You can import your purchase orders, quotes or invoices directly into the application, and export the extracted data in XLSX, CSV, JSON or XLS formats for a smooth integration into your purchasing processes.

OCR (Optical Character Recognition) is revolutionizing invoice management by automating data extraction. Instead of manually entering each piece of information, an OCR solution like Koncile automatically reads your invoices, identifies key data (invoice number, amounts, dates, etc.), converts it into a structured digital format (such as JSON, CSV, or XLSX), and makes it available for easy integration into your existing systems (accounting software, ERP, etc.) via an API. This allows you to:

• Save considerable time: Eliminate the tedious manual data entry.
• Reduce errors: OCR minimizes the risks of human mistakes.
• Improve efficiency: Speed up invoice processing and payments.
• Create a centralized database: Build a comprehensive history of your purchases, making audits, expense analysis, and decision-making easier.
• Free up resources: Allow your team to focus on higher-value tasks.

The processing time for an invoice using Koncile's OCR is generally very fast (1 to 2 seconds), but it can vary depending on several factors:

Factors that may influence processing time:

• Document Quality: A clear, well-scanned invoice with standard fonts and a clear layout will be processed more quickly than a crumpled invoice, poorly lit, with handwriting or exotic fonts.
• Complexity of the Invoice: A simple invoice with a few lines will be processed faster than a multi-page invoice with numerous tables, detailed descriptions, and complex payment terms.
• File Format: A native PDF (generated directly by software) is usually processed faster than an image (JPEG, PNG) or a scanned PDF.
• Amount of Information to Extract: If a large amount of data needs to be extracted, the processing time will increase. The same applies to invoices where the extraction fields are longer.
• Subscription Type: Business-type subscriptions generally offer better scalability, resulting in faster processing times.

Average processing time with Koncile:
Considering these factors, here's a general estimate of processing time with Koncile:

• Simple invoice of less than 3 pages (native PDF, good quality, 15 fields to extract): A few seconds (often less than 5 seconds).
• Complex and lengthy invoice (scanned PDF, average or low quality, many fields to extract): From 5 to 15 seconds.

Yes, Koncile allows automatic matching with purchase orders or other types of documents, based on the extracted data (references, amounts, suppliers, dates...) to identify relevant matches.

Yes, Koncile uses the data extracted from the document, including the supplier’s name, identifiers such as VAT or company registration numbers, and contextual elements like address or payment terms, to automatically match the invoice with your supplier database. This feature ensures reliable linking between documents (invoices, purchase orders, quotes) and internal records, reducing the risk of errors, duplicates, or manual selection. The system can also be customized to reflect business rules specific to your organization.

‍

Yes, Koncile enables detailed line by line extraction from invoices, capturing product or service descriptions, quantities, unit prices, and totals. Thanks to its intelligent normalization and label matching system, the tool can automatically compare prices across suppliers even when item descriptions vary. This functionality is particularly valuable for procurement teams seeking to analyze price discrepancies, identify cost saving opportunities, and optimize supplier selection.

Yes, our tool goes beyond simple invoice reading. It automatically compares invoiced prices with your reference pricing grids. Thanks to this intelligent control feature, discrepancies or anomalies such as overbilling, pricing errors, or non compliant conditions are detected in real time. This automated process enhances the reliability of invoice verification, reduces manual errors, and helps procurement or accounting teams improve efficiency.