Automatic Data Extraction
Invoice data extraction is a process that allows data from a document (invoice) to be automatically transferred into your accounting software through specialized software. This software, utilizing artificial intelligence and other modern technologies, can recognize necessary data in the document, such as invoice number, business partner name, dates, amounts, variable symbol, payment account, invoiced items, and more. It doesn’t matter if the invoice is in electronic form (e.g., PDF, JPG) or paper form.
Main Benefits:
- Significant time savings with faster data processing,
- cost savings by replacing human work with automation, and
- reducing errors in data transcription.
Workflow
A workflow can be understood as a sequence of steps where documents or tasks are transferred from one participant to another for further processing. Practical applications of workflow can be seen in business process automation, such as implementing approval processes within company documents. A properly set workflow can streamline and expedite individual tasks, making the entire process more transparent and faster. Workflow represents the automation of a business process, allowing documents, information, and tasks to be passed from one participant to another according to predefined rules.
Quick Search
No more lengthy searches through drawers, binders, or archives. No more flipping through hundreds of pages to find hidden information. A digital archive provides quick search functionality. Just type in one or two words, and the system instantly presents documents containing those terms, regardless of whether they were processed yesterday or added ten years ago.
Discussions
Sometimes, you need to ask a colleague about a specific data point, payment account, or which accounting category to use. You can add any questions or notes directly to the document using the discussion feature. Colleagues will be notified and can respond, and the entire discussion remains a part of the document for its entire archival period.
Online Archive
Every document uploaded to the DocFlow system is immediately archived. Text within it is digitized, and key data is automatically extracted using artificial intelligence. This allows you to quickly and easily search for required information anytime, even 20 years later. Fast, organized, and accessible from anywhere on your computer, tablet, or phone. Your data is automatically backed up, eliminating the risk of data loss. If needed, they can also be backed up in another location via FTP or downloaded as a ZIP archive.
Detailed Filters
The DocFlow system allows for detailed filtering options. You can, for instance, search for specific document types or invoices that are yet to be paid. You can search for documents within a selected tax period, overdue documents, or documents assigned to a specific person or in a particular workflow step. Additionally, you can filter by custom tags or extracted data.
GDPR - Data Protection
As of May 25, 2018, the European Parliament and Council Regulation (EU) 2016/679, known as GDPR, came into effect. We want to assure you that we take the protection of personal data of individuals seriously and are committed to carefully safeguarding personal data.
SoftOne, s.r.o., located at Dolná Mičiná 98, 974 01 Banská Bystrica, operates the DocFlow service, which serves its customers for electronic document processing and archiving. The data collected by the company is processed only for authorized purposes, for a limited period, and with maximum security.
Categories of Processed Data
We process the following personal data:
- Identification data – title, first and last name, username and password, company ID and tax ID if you are a businessperson, and your role within the organization if you represent a legal entity, as well as information about your participation or role in the company.
- Data about ordered services – details of services ordered by customers, payment method including payment account number.
- Contact information – details by which we can contact customers, including email address, phone number, delivery address, and billing address.
- Payment information – such as bank account number and fees for services and products.
Categories of Processors or Other Data Recipients
In providing our services, we sometimes collaborate with associates and experts who may have access to your personal data. These include:
- Providers of specialized software and IT services, companies engaged in software development and IT services based in the EU,
- Companies providing data storage, with headquarters and servers located within the EU,
- Accounting and tax consultants, companies based in the Slovak Republic,
- Payment processing companies, banks based in the EU, and companies providing payment services based in the EU,
- Legal claims enforcement: companies engaged in debt collection, tax and financial advisors, legal consultants, all based in the EU.
Sources of Personal Data
We process personal data provided when ordering services or during communication with our company.
Transfers
We do not transfer personal data outside the territory of the European Union member states or to any international organization.
Withdrawal of Consent
If we process data based on your consent, you have the right to withdraw this consent at any time. You can withdraw consent via email at gdpr@docflow.ai. Withdrawing consent does not affect the legality of data processing carried out before its withdrawal.
Security and Protection of Personal Data
We protect your personal data to the maximum extent possible using modern technology. We have implemented technical and organizational measures to protect data during transmission and storage, prevent damage or destruction of personal data, and prevent unauthorized access. We regularly review and update these measures. All our employees and contractors are bound by confidentiality agreements. When transmitting data, we use encrypted communication channels, and our employees and contractors are bound by confidentiality agreements. We use cloud services for storing and processing personal data in accordance with GDPR guidelines.