Automated Invoice Entry System Using OCR and Field Mapping
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Solution Overview
Problem
Conventional electronic invoicing is time-consuming and inefficient, particularly for bulk invoicing, and requires manual data entry, leading to increased costs and errors for both buyers and sellers.
Innovation Solution
An automated system and method for generating electronic invoices by receiving invoice field values, mapping them to create mapped data, and applying these data fields to an invoice image or batch of invoices, streamlining the invoicing process and enabling bulk invoicing without manual intervention.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Ease of operation
If manual entry of invoice information is used, then flexibility and adaptability are maintained, but time consumption and operational costs increase
Solution Approach 1:
The system enables self-service by automatically capturing invoice data from images through optical character recognition (OCR) technology. The invoice processing system independently extracts, validates, and enters data without requiring manual typing, thereby maintaining operational flexibility while dramatically reducing time consumption.
Solution Approach 2:
The patent replaces the mechanical manual data entry process with an automated electronic system. OCR technology and software algorithms substitute human operators for data capture and entry, converting a manual mechanical process into an automated electronic workflow that reduces time while preserving adaptability through configurable field mapping.
2Reliability
If bulk invoicing is processed manually, then accuracy can be maintained through review, but productivity and output per unit time decrease
Solution Approach 1:
The system implements feedback mechanisms through automated validation rules that check extracted invoice data against predefined criteria. The validation process provides immediate feedback on data quality, flagging anomalies for review while automatically processing valid invoices, thus maintaining high accuracy levels while enabling bulk processing capability.
Solution Approach 2:
The patent applies preliminary action by pre-configuring validation rules, field mappings, and processing parameters before bulk invoice processing begins. This preparatory setup enables the system to automatically validate and process large volumes of invoices with consistent accuracy without requiring manual review of each document.
3Loss of substance
If electronic invoicing is implemented, then paper waste is reduced and environmental impact decreases, but manual data entry requirements and operational complexity increase
Solution Approach 1:
The patent merges multiple separate operations into a single integrated process. The system combines invoice image capture, OCR data extraction, field mapping, validation, and electronic invoice generation into one automated workflow. This consolidation eliminates paper handling while reducing operational complexity by removing the need for separate manual data entry steps.
4Productivity
If automated invoice processing is implemented, then time efficiency and productivity improve, but initial system complexity and implementation difficulty increase
Solution Approach 1:
The patent implements a universal invoice processing system that can handle multiple invoice formats, types, and sources through a single platform. The system uses configurable field mapping and validation rules that can be adapted to different invoice structures without requiring custom development, thereby achieving high productivity while managing system complexity through standardized multi-functional architecture.
Data Source
AI summary
The present invention is directed to methods and systems for the transfer of paper invoices into electronic invoices for electronic submission from a seller to a buyer. The systems and methods described herein use matching logic to transfer details of the paper invoices into electronic invoices, thereby streamlining the process of invoicing.