OCR Software for Human Resources Documents
Data extraction from employment contracts, payslips, and administrative forms becomes fast and simple. Reliable, fully customizable, and available via API.
50 free credits
API & SDK
100% secured
Over 10,000 users from leading companies rely on Koncile
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What is an OCR solution in Human Resources?
An OCR (Optical Character Recognition) software automatically extracts data from image or PDF documents and converts it into usable information.
This technology is perfectly suited to the wide variety of documents used by HR departments: employment contracts, payslips, proof of address, sick leave certificates, employer attestations, administrative forms, and more.
Automate your HR document workflows. Eliminate manual data entry and integrate a powerful OCR into your existing tools via API, email, or SDK.
For your HR OCR, choose precision and performance
Customized data extraction
A simple and intuitive interface to precisely select the fields to extract from your HR documents.
Automatically identify key information: employee name, contract type, hire date, social security number, status, salary, and much more.
Eliminate manual data entry and speed up the processing of administrative records with extraction perfectly tailored to your HR workflows.
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Precision for your HR documents
With an accuracy rate above 99%, our OCR engine delivers exceptional precision on the key fields found in HR documents.
Every piece of information is captured reliably from employee names and social security numbers to hire dates, salaries, and contract types.
Thanks to our built-in anomaly detection system, you can identify errors or inconsistencies early on, enabling automated quality control and faster, more responsive HR management.
Multilingual HR recognition
Powered by advanced language models (LLMs), our OCR engine accurately recognizes alphabets and languages from around the world.
Chinese, Arabic, Cyrillic, Japanese no matter the format or language of the HR document, Koncile detects key fields such as names, contract dates, job titles, or salaries, and enables automatic translation.
Easily digitize, extract, and centralize your HR data, even in multilingual environments with international employee profiles.
Scanned or photographed Human Resources documents
Whether scanned, photographed, or submitted by employees, your HR documents are converted into usable data with outstanding reliability thanks to our OCR technology.
Even old contracts, handwritten forms, blurry images, or poorly aligned documents can be accurately processed thanks to our automatic correction engine.
Unrecognized fields are isolated and forwarded to our control center for validation or manual processing, ensuring a high level of completeness and reliability in your HR workflows.
Handwriting documents
Our handwritten OCR accurately detects and interprets handwritten text, even in challenging conditions such as low-quality scans, incomplete forms, or difficult-to-read handwriting.
The tool supports multiple handwritten languages and relies on AI models trained to recognize a wide range of writing styles.
It’s ideal for processing expense reports, manually completed HR forms, handwritten leave requests, or onboarding documents all while ensuring a high success rate.
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Integrated with your HR management tools
Koncile integrates seamlessly into your digital ecosystem: connect via API, automatically import documents from your emails, or synchronize directly with your ERP.
Easily upload your documents, trigger automated data extraction, and retrieve structured information exactly where you need it.
Whether you’re using Excel, Outlook, SAP, or another business tool, Koncile adapts to your document workflow to simplify management and maximize productivity.
Explore OCR templates for HR documents
Resumes, payslips, expense reports, employment contracts, and timesheets turn all your HR documents into a usable, structured database.
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Human resources
Name, dates, reason, doctor, doctor, Social Security number, attachments
Human resources
Name, function, type of contract, duration, salary, clauses, signatures
Try next-generation data extraction
Create your extraction models for HR documents, test them on an initial contract or payslip, and then deploy at scale.
Your questions about HR OCR
Need help? Visit our Help Center or contact us at contact@koncile.ai.
Create a demo account or book a live demo with our team.
What HR document formats are supported?
Koncile allows you to import PDF files as well as all common image formats, including PNG and JPEG.
What are the benefits of an OCR solution for HR document management?
An OCR (Optical Character Recognition) solution is transforming the way HR departments deal with personnel administrative documents, by automating the extraction of key information from scanned documents, PDFs or photos. It makes it possible to make processes more reliable, to accelerate document management, and to ensure compliance with legal obligations.
Here are the main benefits for human resources :
- Considerable time savings : automation of the reading of HR documents (contracts, identity documents, identity documents, bank details, etc.), elimination of manual entry, rapid extraction of essential data (name, position, dates, type of contract, etc.).
- Reduction of errors : limitation of manual entries, better reliability of the information recorded in HRIS tools or payroll software.
- Increased productivity : HR teams can focus on tasks with high added value (recruitment, employee support) instead of processing documents line by line.
- Centralized database : the unstructured documents in the employee file are transformed into actionable data, ready to be stored, analyzed or synchronized with existing tools.
- Strengthened compliance : automatic detection of missing or outdated documents, verification of mandatory information and compliance with the Labor Code and regulatory requirements.
- Faster and better informed decisions : thanks to data that is immediately available, searchable and interoperable with your HR management, payroll, or workforce management tools.
With Koncile, OCR goes far beyond simple text recognition. Thanks toartificial intelligence And to LLM (language models), our solution includes HR content, only extracts relevant data, Detects inconsistencies, and integrates easily in your existing HR environment (HRIS, digital safe, payroll software, etc.).
How does OCR integrate with my HRIS tools and payroll software?
The software is accessible via a API, accompanied by comprehensive documentation. You can also import your HR documents directly in the application (employment contracts, pay slips, certificates, supporting documents...) and download the extracted data in formats XLSX, XLS, CSV, or JSON, thus facilitating their smooth integration into your HRIS tools, payroll software or workforce management workflows.
Can OCR identify duplicates or identify non-compliant HR documents?
Yes, our solution integrates advanced features for detecting duplicates, inconsistencies, and non-compliant documents. In the human resources sector, this makes it possible, for example, to identify a employment contract already imported, a Duplicate pay slip, or even a Non-compliant or incomplete certification.
Thanks to intelligent algorithms, Koncile compare the documents with each other and Cross key data (names, contract start dates, contract types, salaries, HR identifiers...) to identify duplications, input errors or deviations from the expected formats.
The solution may also signal a missing document (e.g.: identity document, RIB, proof of address) or not in compliance with legal obligations (mandatory information, missing signature, outdated document...).
These automated checks Strengthen the reliability of personnel records, reduce human errors and contribute to securing HR processes, whether it is the constitution of the employee file, the control of supporting documents or the preparation for a social audit.
How does OCR handle poor quality HR documents (unclear, poorly scanned)?
Koncile dispose d'un moteur OCR (Reconnaissance Optique de Caractères) de pointe, optimisé par l'apprentissage automatique. Ce moteur est spécialement entraîné pour transformer l'image en texte avec une précision maximale, même face à des documents de qualité variable, des polices de caractères inhabituelles, ou des mises en page complexes. Il ne se contente pas de lire les caractères, il analyse aussi la structure du document (tableaux, colonnes) pour une restitution fidèle.
Grâce à l'intégration des LLM (grands modèles de langage), l’outil peut pallier les défauts traditionnels des moteurs OCR de traduction de l’image en texte. Ces IA comprennent le contexte, permettant de confirmer ou même parfois de déduire certaines information même lorsqu'un caractère difficilement lisible ou ambigu. En se basant sur le sens global de la phrase ou du document, les LLM surpassent les limitations d'un OCR classique.
What is OCR software in the human resources sector?
L’OCR (Optical Character Recognition, ou reconnaissance optique de caractères) est une technologie qui permet de transformer des documents numérisés, PDF ou photos en texte modifiable et consultable. Elle analyse l’image pour identifier les caractères et les convertir en données exploitables.
Les logiciels OCR traditionnels se contentent de transcrire le texte brut. Des solutions avancées comme Koncile OCR, conçues pour les besoins des ressources humaines, vont plus loin. Grâce à l’intelligence artificielle, elles extraient automatiquement les informations clés des documents RH : nom du salarié, intitulé de poste, date d’embauche, durée du contrat, type de contrat, mentions obligatoires, rémunération, période couverte par un bulletin de paie, etc.
Ces données sont restituées sous une forme structurée, prêtes à être intégrées dans vos outils SIRH, logiciels de paie ou bases internes. C’est ce qu’on appelle l’extraction intelligente de données RH, qui permet de gagner du temps, fiabiliser les processus et automatiser la gestion documentaire du personnel.
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