OCR software for insurance documents

OCR (Optical Character Recognition) is a technology that converts scanned documents, PDFs, or photos into editable and searchable text. It analyzes the image to identify characters and transform them into usable data.

Traditional OCR software focuses only on transcribing raw text. However, advanced solutions like Koncile OCR, designed for the insurance industry, go a step further. Powered by artificial intelligence, they automatically extract relevant data such as policy numbers, insured party names, dates, coverage types, accident details, and more.

This information is returned in a structured format, ready to be integrated into your business systems. This is known as intelligent data extraction.

An OCR software, especially an advanced solution like Koncile, can process a wide variety of documents commonly used in the insurance sector. You can start with our library of ready-to-use models.

Here is a list of insurance documents that can be processed by OCR:

Common insurance documents

• Insurance policies: Auto, home, health, life, disability, etc.
• General and specific terms and conditions: Coverage, exclusions, policy clauses.
• Endorsements and certificates: Policy modifications, proof of coverage.
• Policyholder records: No-claims bonus, claim history.
• Claim forms: Paper or PDF declarations of loss.

Supporting documents

• Identification documents: ID cards, passports, driver’s licenses.
• Proof of residence or purchase: Invoices, rent receipts, ownership certificates.
• Bank statements: Verification of account details for reimbursements.
• SEPA mandates: For automatic premium payments.
• Photos of damages: Vehicles, properties, or insured items.

Medical documents (health or disability insurance)

• Medical prescriptions: Automatically read and interpreted.
• Medical certificates: For sick leave or disability claims.
• Reimbursement statements: From social security or supplementary insurance.

Handwritten documents

• Handwritten accident reports: For auto or property damage.
• Manual claim declarations: Written by the insured or a third party.
• Handwritten medical certificates: Often submitted on paper forms.
• Notes or annotations: Added to claim or contract files.
• Paper forms: Compensation requests, complaint forms.

Other types of documents

• Scanned or native PDFs: Uploaded from customer portals or sent by email.
• Screenshots: From client areas or digital insurance proofs.
• Multilingual documents: From foreign or expatriate policyholders.

Yes, an advanced OCR solution like Koncile is fully designed to handle insurance documents from various countries and in multiple languages. This includes insurance policies, claim forms, certificates, medical invoices, and foreign-issued documents.

Koncile’s OCR engine recognizes characters and words in a wide range of languages. It is not limited to Latin alphabets such as French, English, or Spanish. It can also process non-Latin scripts like Cyrillic, Greek, as well as logographic systems such as Chinese or Japanese. With the help of artificial intelligence and Large Language Models (LLMs), multilingual recognition is automatic and does not require manual language selection.

Koncile automatically detects the main language of the document and adjusts its processing accordingly, ensuring accurate data extraction even in an international context.

Date formats (DD/MM/YYYY, MM/DD/YYYY, etc.) and number formats (commas, periods, thousand separators) vary from country to country. Koncile is able to recognize these differences and reformat the data to ensure clarity and compatibility with your business systems, such as claims management or CRM tools.

Finally, Koncile can identify and interpret different currencies used in documents, including euros (€), dollars ($), pounds (£), and yen (¥), even when the currency symbol is implicit or non-standard.

Integrating a solution like Koncile into your insurance environment can be done in several ways, depending on your automation needs and compatibility with your existing business tools:

• API and SDK: A flexible and fully customizable option, ideal for insurers with technical resources. This allows real-time integration with your policy management systems, claims processing platforms, or CRM tools, enabling automated document processing as soon as documents are received.
• Pre-built connectors: Convenient and quick to deploy, these connectors are designed for commonly used software in the insurance sector (management platforms, document management systems, messaging tools, etc.). They enable smooth synchronization without the need for custom development.
• File export (CSV, XLSX, JSON): This method allows you to export extracted data in structured formats and import them into your systems. While easy to implement, it is manual and does not support real-time automation.

Regardless of the integration method, Koncile fits seamlessly into your existing workflows, speeding up document processing, improving data reliability, and enhancing overall operational efficiency.

Yes, our solution includes advanced features for detecting duplicates, inconsistencies, and non-compliant documents. In the insurance industry, this makes it possible to identify, for example, a claim report that has already been submitted, a duplicate medical invoice, or a claim declaration containing anomalies.

Using intelligent algorithms, Koncile compares documents and cross-checks key data such as dates, policy numbers, amounts, and identifiers to detect duplicates, entry errors, or deviations from expected formats. The system can also flag incomplete documents or those that do not comply with regulatory or internal standards.

These automated checks enhance the reliability of policyholder records, reduce human error, and help secure processes related to claims management, policy administration, and reimbursement workflows.

Yes, Koncile can automatically cross-check the data extracted from documents with your policyholder database as part of KYC (Know Your Customer) processes or contract file verification. This helps ensure consistency between received documents (such as ID cards, insurance records, or proof of address) and the information already stored in your system.

The solution can automatically detect discrepancies (for example, mismatched names or incorrect policy numbers), complete partially filled records, and eliminate unnecessary manual data entry during claims analysis, policy subscription, or contract updates.

Integration is straightforward via API or connectors with your existing insurance systems, such as CRM platforms, claims management tools, regulatory compliance software, or your electronic document management system (EDMS).

Koncile features a state-of-the-art OCR (Optical Character Recognition) engine, optimized through machine learning. This engine is specifically trained to convert insurance documents into text with maximum accuracy, even when dealing with variable image quality, unusual fonts, or complex layouts such as policies, claim forms, or coverage tables.

It goes beyond simply reading characters. It also analyzes the structure of the document (tables, columns, handwritten sections) to ensure accurate content extraction, regardless of format complexity.

Thanks to the integration of LLMs (Large Language Models), the Koncile tool can overcome the traditional limitations of OCR engines in translating images into text. These AI models understand the overall context of the document, which allows them to confirm—or even infer—certain pieces of information, even when characters are unclear or ambiguous. By relying on the general meaning of the sentence or document, LLMs compensate for reading errors and significantly improve extraction reliability.

This capability is especially valuable in the insurance sector, where every piece of data is critical for managing policies, processing claims, or performing KYC checks.

Koncile integrates a confidence scoring system that evaluates the reliability of data extracted from various documents used in the insurance sector. This includes insurance policies (auto, home, health, life), accident reports, claims declarations, coverage certificates, as well as invoices and medical documents related to reimbursement requests.

The score is based on several factors, such as document readability, the complexity of the information to be extracted (policy numbers, coverage details, dates, amounts, personal data), and the overall quality of the file being processed. For example, a handwritten document, a blurry photo or an incomplete scan can impact extraction accuracy.

The algorithm combines visual analysis (image quality, text clarity) and semantic analysis (content logic, contextual understanding) to generate a global confidence score.

This score helps prioritize the most reliable cases, flag anomalies before validation and streamline the processing of policies, claims, supporting documents or reimbursement requests, while ensuring a high level of regulatory compliance.

An OCR solution (Optical Character Recognition) is transforming the way insurance documents are processed. Whether it’s contracts, certificates, claim reports, or policy summaries, OCR allows for the automatic extraction of key data from scanned files, PDFs, or images.

The main benefits include:

• Significant time savings: No more manual entry of information contained in insurance documents. Automated extraction enables faster processing of large volumes of files.
• Reduced errors: By limiting manual input, OCR improves the reliability of extracted data—such as dates, amounts, identities, or policy references.
• Increased productivity: Teams can focus on high-value tasks (analysis, decision-making, customer service) instead of handling documents line by line.
• Creation of usable databases: Paper or digital documents (PDFs, images) are converted into structured data, ready to be used for claims tracking, archiving, or analysis.
• Process optimization: Faster access to accurate data helps accelerate processing times, improve traceability, and enhance overall operational efficiency.
• Easier compliance and better decision-making: By structuring extracted information, OCR simplifies regulatory checks (e.g. in the context of AML/CFT) and enables faster, more informed decisions.

Thanks to LLMs (Large Language Models), Koncile goes beyond traditional OCR: the solution understands the content of insurance documents, intelligently identifies relevant information, and seamlessly integrates it into your existing systems (DMS, policy or claims management tools).