Power in every workday.

By “AI in document processing,” we mean that software helps recognize, verify, and process document information more intelligently.

Consider data, rules, amounts, numbers, descriptions, and discrepancies in documents such as invoices, order confirmations, packing slips, bills of lading, and other document flows.

The goal is not to sideline users, but to reduce the need for manual research and make information available more quickly for the next step in the process.

This includes non-compliant documents, rules that need to be verified, information that doesn’t align properly with the ERP system, or exceptions that must be tracked manually.

AI can help precisely in these areas by recognizing information more quickly, structuring it better, and highlighting areas that require attention sooner.

AI helps make information available more quickly, supports audits, and identifies anomalies earlier. The user remains essential for assessment, correction, exceptions, and process knowledge.

That’s why we say: AI where it speeds things up. People where it counts.

Not every document and not every process requires the same level of automation.

In some cases, automated processing is possible. In other situations, manual review is still necessary—for example, in the case of discrepancies, exceptions, complex rules, or processes involving multiple departments.

The key lies in striking the right balance: automating where possible and performing targeted checks where necessary.

Document processing goes a step further. That information is then used within the process: verifying, matching, approving, archiving, and transferring it to the ERP or financial system.

Scan Sys focuses not only on document recognition, but also on supporting the entire document process behind it.

Examples include invoices, order confirmations, packing slips, sales orders, service orders, waybills, and other document flows where data needs to be recognized, verified, matched, or processed.

The use of AI is being expanded step by step.

E-invoices, UBL, OCR, recognition, rules, matching, and AI each have their own value. Scan Sys is working toward a hybrid approach to document processing, in which the appropriate technology is used for each document and process.

The goal is not to focus on a single technology, but to support the entire process more effectively.

A document shouldn’t just be read. The information must also be usable for verification, matching, approval, posting, follow-up, and processing in the ERP system.

That is why we develop AI based on our practical experience with document processing in finance, procurement, and operations.

This means that users maintain an understanding of what is happening, where information comes from, and where oversight is needed. AI supports the work but does not simply make decisions outside the process.

Control, reliability, and explainability remain key considerations in how Scan Sys applies AI.

Existing customers can continue to work within their current Scan Sys environment. Specific conditions may apply to the use of new AI features, such as appropriate activation and licensing.

What is possible for a specific organization depends, among other things, on the environment used, the integrations, the setup, and the features relevant to the process. Customers are guided through this process in phases.

We carefully examine how data is processed, what functionality is used, and how AI fits within existing agreements regarding software, security, and customer environments.

AI functionality is not enabled by default or automatically. It is deployed only after specific activation and alignment with the client’s environment. The basic principle is that AI supports the document process without compromising control, transparency, or accountability.

We are working step by step on the new generation of Scan Sys: smarter, more intuitive, and more AI-driven, while still putting control in the user’s hands.

Under the name “Scan Sys NewGen,” we’ll be sharing more about this development and the soft launch for the time being.

Want to know exactly what will be presented during the soft launch? Then check out the soft launch page.