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.
Terms and Conditions
Art. I. Definition of Basic Terms
1.1 Service - provision of digital document processing services and their electronic archiving.
1.2 Account - customer account registered on the website www.docflow.ai, identified by the user's login name (email) and protected by an access password.
1.3
Provider - SoftOne, s. r. o.,
Dolná Mičiná 98, 97401 Banská Bystrica.
IČO: 45663751, DIČ: 2023077903
(hereinafter referred to as the provider).
1.4 User - a legal entity or a self-employed individual who has ordered and uses the services available on the website www.docflow.ai.
Art. II. Data Protection
2.1 By registering, the user agrees to the processing of their data and its storage in the provider's internal customer database.
2.2 The provider processes personal data of individual users as well as contact persons of corporate users to the extent provided in the registration form, payment information, and data about availed services for the purposes of pre-contractual relationships and contract fulfillment (legal basis according to Art. 6(1)(b) of the GDPR) for the duration of the registration or other provision of services.
2.3 When transmitting data, we use encrypted communication channels (SSL/TLS encryption).
Art. III. User Agreement
3.1 The contracting parties of the user agreement are the provider and the user, as specified in Article I of these terms of use.
3.2 A user who has registered and uses the web service and, by agreeing to the "Terms of Use," entered into a contractual relationship with the provider, whereby the provider undertakes to provide the services, and the user agrees to pay for them if ordered.
Art. IV. Subject of the Contract
4.1 The subject of the contract is an online service available on the website www.docflow.ai. The service offers an easy-to-use form of digital document processing and electronic categorization. At the same time, DocFlow provides an organized and online accessible archive.
Art. V. User Rights and Obligations
5.1 Upon request, the user is required to accurately complete their billing information for service invoicing and communication with the provider. The user must keep their billing information current.
5.2 The user is responsible for protecting their login information and agrees not to share it with anyone else.
5.3 The user is fully responsible for the documents and data they create, verify, archive, and export to external systems within the system.
Art. VI. Provider's Rights and Obligations
6.1 The provider is obligated to ensure uninterrupted availability of the service.
6.2 A breach of the provider’s obligation under 6.1 is not considered an interruption of service due to unavoidable and objective reasons (e.g., power outage, server internet connectivity issues), or interruptions due to provider system maintenance (e.g., service upgrade to a new version).
6.3 The provider is required to protect all user data contained in the documents processed or obtained by processing the documents. The provider may use this data to improve the services provided but must ensure data protection and prevent alteration.
6.4 The provider agrees not to disclose user documents or data to third parties except in cases of server services: Google Cloud, Amazon AWS, Microsoft Azure.
6.5 The provider assumes no liability for user data created and processed within the www.docflow.ai system.
6.6 The provider reserves the right to terminate service for any user who intentionally damages the service or attempts to access other users' information.
6.7 The provider reserves the right to amend these terms and conditions and is required to inform the user in advance.
Art. VII. Price and Payment Terms
7.1 The price for providing the service to the user is set in the price list.
7.2 The provider reserves the right to change the service price at any time and will inform all users of this change at least 30 days in advance.
7.3 Payment is always made in advance as a subscription and is non-refundable.
7.4 The provider reserves the right to deny service to any user who has not paid the applicable service fee according to the current price list.