OCR software designed for transport and logistics document automation

Yes, integration is a key feature of Koncile. Koncile is designed to easily integrate with these tools thanks to:

• A flexible API: Our API (Application Programming Interface) allows a secure and personalized connection with your accounting software, ERP, CRM or any other system you use.
• Pre-built connectors: We are actively working on developing direct connectors with the most popular accounting software and automation tools (Zapier, Make) to further simplify integration.

This integration allows automatic transfer of data extracted from invoices to your software, thus eliminating reentries and the risk of errors.

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.

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

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Koncile's OCR handles multilingual and international documents:

• Recognition of multiple languages: Latin, Cyrillic, Greek alphabets, and ideograms (Chinese, Japanese, etc.), thanks to AI and LLMs. Automatic language detection in most cases.
• Date and number formats: Koncile recognizes and interprets different international formats (DD/MM/YYYY, MM/DD/YYYY, thousand separators, etc.). Dates are reformatted for machine reading.
• Currencies: Correct identification and extraction of amounts, even with various currency symbols (€ , $, £, ¥, etc.).

Yes, our solution includes features for detecting duplicates and accounting errors. Using advanced algorithms, it compares transactions and documents to identify any inconsistencies or duplications, helping to prevent errors and ensure the reliability of accounting records.

Yes, our solution is designed to efficiently handle multi-page documents as well as batch processing (batch OCR). Whether it's multi-page invoices, accounting statements, or digitized archives, the tool recognizes each page, analyzes the document's structure, and continuously extracts the data. Batch processing allows for the import and analysis of large volumes of documents in a single operation, significantly optimizing time savings and boosting the productivity of accounting teams.

OCR automatically extracts key information from invoices or other accounting documents, such as amounts, dates, suppliers, and descriptions of goods or services. Based on the extracted data, our solution can automatically assign the transaction to the correct accounting account. The system analyzes the description of the information and applies company-defined rules to select the most appropriate account (general expenses, raw material purchases, assets, etc.).

Koncile's OCR automates accounting tasks, including automatic categorization and reconciliation, by transforming a manual process into an efficient digital workflow:

1. End of manual entry: Automatic extraction of data from various accounting documents (invoices, expense reports, bank statements, etc.).
2. Intelligent extraction: Koncile understands the document and extracts key information (amounts, dates, supplier/client details, line item details, etc.), not just raw text.
3. Structured data: The data is organized in a format compatible with accounting software (JSON, CSV, XLSX).
4. Software integration: Automatic transfer of data to major accounting software (Sage, Cegid, etc.) via API or connectors.
5. Advanced automation: Automatic categorization of transactions, automated bank reconciliation, and customizable workflows (e.g., automatic approval based on amount).

In short, Koncile automates the collection, extraction, structuring, integration, categorization, and reconciliation of accounting data, freeing up time for higher-value tasks.

To ensure automated and compliant accounting processing, several key pieces of information must be extracted from an invoice:

• Supplier information: name, company registration number (SIRET), VAT number
• Invoice details: invoice date and number
• Financial data: net amount (excl. VAT), VAT, total amount (incl. VAT), applicable VAT rate
• Descriptions: item or service descriptions, quantities, unit prices
• Internal references: purchase order number, project code, or cost center
• Payment terms: payment method, due date, any specific conditions
• Contact details: billing and delivery addresses

Capturing this data enables accurate accounting entries, supports VAT recovery, automates compliance checks against purchase orders, and streamlines integration into your accounting software.

Yes, our OCR tool goes beyond simply reading documents: it can automatically identify and categorize accounting transactions based on the document's labels, amounts, dates, and context. Thanks to artificial intelligence, the extracted data can be classified according to your chart of accounts (suppliers, expenses, fixed assets, etc.), which facilitates their integration into your accounting software and automates part of the entry.