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scan sys newgen

Meet
the new generation
Scan Sys.

With the new generation of Scan Sys, we’re continuing to develop software that simplifies your entire document processing workflow.

Using AI-driven solutions, we support every step of the document process, whilst you retain control. This makes document processing smarter, more organised and seamlessly integrated with the way finance, procurement and operations work on a day-to-day basis.

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The soft launch of Scan Sys NewGen.

On 6 October, we presented Scan Sys NewGen and the first concrete developments associated with it. Recognition Agent brings AI to the rule and context levels of documents; we are revamping the user interface and further expanding new AI functionality from the cloud.

Introduction to Recognition Agent.

Recognition Agent improves the recognition of incoming documents at line and context level. This includes invoice lines, order lines, quantities, amounts, descriptions, item numbers and discrepancies. As a result, document information can be verified more quickly and is easier to use for workflow, matching and ERP processing.

Work more efficiently with a redesigned interface.

Alongside the initial AI functionality, we are introducing a revamped user experience. This environment has been designed to support you even better in your day-to-day tasks of checking, adjusting and processing your entire document workflow. It features a modern interface and an intuitive workflow that aligns with an agent-based way of working.

All (future) AI functionality available from the cloud.

All (future) AI functionality is immediately available via the cloud.
The new generation of Scan Sys provides access to AI functionality via the cloud*. This allows us to offer new AI features centrally, without you having to install separate AI modules locally.

*Existing on-premises installations can also make use of this feature provided the technical infrastructure supports it. Use of AI functionality requires activation in accordance with the relevant pricing and contractual agreements.

 

Watch the replay of the 
NewGen soft launch.

During the NewGen webinar, Stefan Elias and Vinçon Estourgie will demonstrate exactly what Scan Sys NewGen means for existing and future users.

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What’s Next?

Following the soft launch, we will continue to develop the new generation of Scan Sys for smarter document processing in finance, procurement, and operations. 
Phase 0

Foundation for a phased rollout

Before new features become more widely available, we lay the groundwork for a careful rollout. This includes integrations, customer environments, activation, and support.

This is how we ensure that the new generation of Scan Sys aligns step by step with our customers’ day-to-day operations.

Phase 1

Mail Flow Agent

With Mail Flow Agent, central mailboxes and incoming documents can be routed to Scan Sys more efficiently. The goal: less manual mail sorting and processing, and faster routing of documents to the correct process.
Phase 2

Additional AI features 

Step by step, AI is playing an increasingly important role in every stage of document processing: recognition, verification, matching, exceptions, and processing. New features are being added in phases.  

Get all the updates about Scan Sys NewGen?

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Frequently Asked Questions

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What is Scan Sys NewGen?

Scan Sys NewGen is the next step in the development of ImageCapture. We are continuing to develop software that is smarter, more user-friendly and more automated, whilst allowing the user to retain control.

The existing foundation remains intact. We are building on our experience with document processing and the existing ERP integrations, and are gradually adding new AI functionality, a revamped user experience and further automation.

NewGen is therefore not a separate new software package alongside ImageCapture.

What is Recognition Agent?

Recognition Agent is the first concrete AI feature within Scan Sys NewGen. The agent helps to recognise information from documents at line and context level.

This includes figures, prices, descriptions, item numbers, discounts and delivery dates. Recognition Agent looks not only at where the information is located, but also at its meaning and context. This is particularly valuable for documents with varying layouts, free-form text or information spread across multiple lines.

Improved recognition subsequently provides a stronger foundation for verification, matching, workflow and processing into the ERP system.

Will every document be processed using AI from now on?

No. We use AI where it actually adds value.
Structured information from, for example, a UBL or Peppol invoice can be processed quickly and reliably straight away.

AI adds little value in such cases. Recognition Agent is primarily intended for situations where variation, context or complexity play a role, such as in line recognition or with unstructured documents.

The best technique therefore depends on the document and the process.

Is the use of AI mandatory?

No. You decide for yourself whether and where you want to use AI functionality.

For example, Recognition Agent can be used for a specific document workflow or supplier, whilst you continue to use the existing processing methods for other documents. You also decide for yourself how much control you want to retain within your process.

The software makes a suggestion; the user remains in control of what happens next.

What AI technology does Scan Sys use, and what happens to my data?

For its initial AI functionality, Scan Sys uses Microsoft Azure AI Foundry.

Three key principles apply here: customer data is not used to train the AI model, a Zero Retention Policy is in place, and processing is hosted in Europe. Document information is therefore processed for the intended purpose and is not retained by the model afterwards.

Furthermore, Scan Sys naturally does not sell or share customer data.

Is Recognition Agent self-learning?

Not in the sense that a system automatically adopts every manual correction without restriction. This could, in fact, lead to incorrect corrections being learnt.

That is why we use ‘Request for Improvement’. When Recognition Agent fails to recognise a document accurately enough, the user can indicate what needs to be improved. Scan Sys can then assess how the recognition can be optimised and whether that improvement can also be applied more widely.

This allows us to improve recognition centrally without teaching the system uncontrolled behaviour.

When can I start using Recognition Agent?

The roll-out of NewGen is taking place in phases. We will start with the first customers in 2026 and then expand availability further.

We have deliberately chosen not to specify a general date by which every customer can make the switch. Our software is used in many different environments, with varying software versions, ERP integrations and bespoke configurations. We want to ensure that the new functionality works properly in each specific situation before making it more widely available.

As soon as it is your environment’s turn, we will contact you to discuss the options and next steps.

Does ImageCapture need to be re-implemented for NewGen?

Not as a matter of course. NewGen is made available via a software update and does not require a completely new implementation of our software.

However, additional coordination may be required for older software versions or large-scale bespoke environments. What is required exactly therefore depends on your current version, integrations and configuration.

Does NewGen also work with an on-premises installation?

Yes. The new AI functionality is provided via the cloud, but organisations using our software locally can also make use of it.

The existing environment is updated for this purpose and then connects to the new cloud functionality. This means that new AI capabilities can be made available more quickly in the future without the need to reinstall heavy software locally for each new feature.

Will my ERP integrations continue to work with NewGen?

That is the basic premise. Scan Sys will continue to maintain and further develop the existing integrations with ERP and financial systems.

We support more than 60 integrations, and keeping pace with changes to those systems remains part of our responsibility. That is precisely why we are rolling out NewGen in phases: we want to ensure that new functionality continues to work properly across the various environments and integrations.

How will the pricing model change with NewGen?

With NewGen, the pricing model will shift more towards actual use of the software, rather than being based primarily on the number of users.

We operate on a fair-use principle. This means that normal use can fall within agreed limits without every additional action or user being charged separately. The exact implications will vary depending on the organisation, usage and current agreements.

That is why we discuss the specific impact of the new model personally with customers when NewGen becomes available for their environment.