Dooap Capture

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

 

1. Send invoices via email.
2. Data is captured and categorized.
3. The invoice is available in Dooap.
4. Make corrections if necessary. If the corrections were maid due to OCR errors, report the errors with the OCR Error Reporting tool.
5. If multiple invoices are received as one into Dooap, it is possible to split the invoice into multiple invoices. 
   1. Split files will be re-imported through Dooap Capture as individual invoices.
   2. 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.
  • 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 (e.g., clientname-invoices@dooap.net).
  • 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
• No attachment files  = One invoice from email body
  
  

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.

 

 

Managing OCR Errors 

 

An OCR error regarding invoices refers to a mistake or inaccuracy that occurs when OCR misinterprets or incorrectly reads the text from a scanned invoice. 

For example, an OCR error might occur if:

• The software misreads a "5" as an "S" or an "8" as a "B."
• The invoice date is extracted incorrectly.
• The invoice total is misinterpreted.

These errors can lead to incorrect data being imported into the system, requiring manual correction in Dooap. 

After the necessary corrections, the errors can be reported using Error Reporting Tool. The reported errors will be addressed, and data recognition will be enhanced accordingly.

 

Note: If the data adjusted to the fields is not found from the invoice image, the data recognition accuracy cannot be improved through reporting OCR errors.

 

Configuration of the Tool

 

Once Dooap Support has activated the tool for you, the tool must be enabled in Admin > Roles view for the appropriate role(s).

 

To do this:

1. Select the desired role from the list.
2. Scroll to the bottom of the permission list and activate the ReportOcrErrors option.

 

 

Reporting Errors

 

Once the tool is activated for the appropriate role(s), the users can start reporting errors.

 

1. Fix the value of the field(s) to match the invoice displayed in Dooap.
2. Click Report OCR error.
   
   
   
   
3. A pop-up window will open. There you can select which adjustments to report as OCR errors.
   
   
   
   
   
   
4. After making the selections, click Confirm.

 

 

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.