Duplicate invoices. Mis-keyed data. Wrong totals. It’s all too common in accounts payable—especially when relying on manual invoice entry or basic scanning. Enter text recognition software (OCR). But not just any OCR. When combined with validation workflows and business rules, OCR becomes a powerful gatekeeper that ensures only correct, legitimate invoices reach your ERP.
The Problem: Why You Need Text Recognition Software To Avoid Invoice Errors
Manual invoice handling is full of gaps. An AP team member might not spot that two invoices with different file names are actually duplicates. Or that the invoice total doesn’t match the PO. Or that a supplier’s invoice number was accidentally entered with a typo— therefore causing the system to treat it as a new document.
These errors lead to:
- Double payments
- Payment delays
- Wasted time reconciling errors
- Damaged supplier relationships
- Compliance and audit issues
And the more invoices you handle, the harder it gets to catch mistakes.
Watch our video round-up below:
The Fix: Smart Text Recognition Software with Automated Validation
With smart text recognition software, invoice data is captured and extracted automatically, whether the file is a PDF, scanned copy, or even an image.
But that’s just step one. The real value comes when you layer in validation rules:
- Check for duplicate invoice numbers across your AP system
- Match invoice totals to POs and goods received
- Verify supplier names, ABNs, and dates
- Flag format or logic issues before posting to ERP
This means errors are caught early, before the invoice is approved or paid—reducing risk and improving cash flow accuracy. Text recognition software eliminates the blind spots of manual processes by consistently applying rules and identifying anomalies in real time.
Smarter Accounts Payable with Text Recognition Software Integration
B2BE’s Accounts Payable solution integrates intelligent OCR with flexible validation workflows tailored to your business. You can stop bad invoices from being paid, avoid time-consuming corrections, and reduce AP stress—no matter how many suppliers you work with. Contact us to find out more.
About B2BE
B2BE delivers electronic supply chain solutions globally, helping organisations to better manage their supply chain processes, providing greater levels of visibility, auditability and control. We’re driven by a passion for what we do, inspired by innovation, and underpinned by a wealth of knowledge. With over 20+ years of experience, the B2BE teams operate worldwide.
For more information, visit www.b2be.com.