What is Dooap Capture? How does Dooap Capture work in invoice processing? How to report OCR errors?
Dooap Capture is a service that allows vendors to send invoices via email, which are then automatically processed and imported into Dooap.
💡 Dooap Capture utilizes Optical Character Recognition (OCR) which is used to automatically extract and digitize text from different files.
Explore Dooap's highly efficient capture capabilities - this brief video outlines the straightforward capture process and explains why our capture results surpass those you may have experienced before.
The Capture Process
- Send invoices via email.
- Data is captured and categorized.
- The invoice is available in Dooap.
- Make corrections if necessary. If the corrections were maid due to OCR errors, report the errors with the OCR Error Reporting tool.
- If multiple invoices are received as one into Dooap, it is possible to split the invoice into multiple invoices.
- Split files will be re-imported through Dooap Capture as individual invoices.
- Click here for more details.
Capture Email Address
A tenant can be configured to use a single import email address or each company within your tenant can be set up with its own email address.
If you choose to set up auto-forwarding from your AP inbox to your Capture account, configuring the rule to forward only emails with attachments will help improve performance.
- Single email address: A tenant can be configured to use a single import email address (e.g., clientname-invoices@dooap.net).
- Dooap automatically identifies the correct company based on the invoice data or defaults to the system's default company.
- The company can always be adjusted by the AP team
- Tip: Company name aliases can be stored under Company Management > eInvoice Number. This is particularly useful when vendors use different naming conventions for the recipient.
- Multiple email addresses: Each company within your tenant can be set up with its own email address.
- To create company-specific mailboxes (e.g., clientnamecompanyID-invoices@dooap.net), please contact Dooap Support (support@dooap.com).
- Once created, the mailbox will be listed in Admin > Companies > Select a company > eInvoice Number, ensuring that invoices imported through that address are directed to the correct company.
Email Invoice Submission Guidelines and Restrictions
Dooap Capture supports a variety of languages and file formats. To ensure seamless invoice processing, however, there are certain restrictions it is good to be aware of.
- Supported languages: Arabic, Chinese, Danish, Dutch, English, French, German, Greek, Hebrew, Italian, Japanese, Korean, Portuguese, Russian, Spanish, Thai, Turkish, Vietnamese.
- Supported file formats: PDF, JPEG, TIFF, PNG, Word, Excel.
- Maximum file size: 50 Mb.
- Page limit: Data capture is performed for the first 15 pages of the invoice image.
Attachment Processing
- One attachment (any format) = One invoice
- Multiple PDF attachments = Multiple invoices
- PDF + other attachment files = One invoice (PDF) with attachments
- Multiple PDF's + other files = Multiple invoices (PDF), each with rest of the files attached
Supported attachment file types include: .xls, .xlsx, .tiff, .tif, .jpg, .jpeg, .asice, .edoc and .pdf.
💡If possible, try to limit the number of attachments in a single email to 10 or fewer. Processing and importing time increases with the number of attachments in a single email.
Vendor Recognition
In addition to the standard Vendor recognition rules, vendors can also be identified using the closest partial match of the name and address if an additional feature is enabled.
For example an invoice from "Google Services Inc." can easily be recognized as "Google Inc" in your vendor master data, as this is the closest match, and is above the confidence level defined for your tenant.
If you are interested in enabling this feature, contact us via email support@dooap.com.