How it Works

CloudOCR has been configured to make any document a candidate for OCR processing. However, we have optimized our solution specifically for Invoices, BOL’s, Material Invoices, and forms. We have learned through nearly 20 years of processing OCR’d documents the perfect balance of options and fields that are common for 90% of the clients we meet. So, if you want to process invoices, follow the easy steps to get started. If there is a need to process any other types of documents, please email us at info@velocita-docs.com and we will provide a great OCR solution for you. It is incredible how easy we have made working with OCR technology. We can’t wait to have you try it.

Files can be uploaded as PDF’s or Images (TIF/JPG/PNG/GIF/IMG). If other files are submitted, they will not be processed.

You have three options. EMAIL, the Secure Management Tool (encrypted file upload), or our out of the box connector for OnBase users. For Email, you can forward your files to us from an email address and batches are created automatically. Emails will automatically be associated to your account because we will notice the “from” address on the email. We will strip the attachments and place them into the system for OCR processing.

Our Secure Management Tool (SMT) is simple to install. It will monitor a folder on a PC or server within your organization and securely upload the files for processing in CloudOCR. The SMT will then deliver back the CSV or XML data files with the related document images in a designated folder so that you can easily automate your OCR process within your organization.

Once data is captured and validated, the Secure Management Tool will provide an encrypted channel for delivering the files back to your server’s output folder. We will save the CSV or XML files and the related document images in a designated folder so that you can easily automate your OCR process within your organization.  

Our Service Level Agreement (SLA) is to process all of the documents that arrive by 12:00pm on the same day. We will process everything within 24 hours of the receipt of the documents.

CloudOCR is configured to natively extract up to 10 fields that are chosen during the account set up. We can extract any number of data fields from nearly any form including line items or BOL numbers. Please send us your requests and we will provide you a quote and plan for processing your documents.  

CloudOCR will allow you to upload a vendor file so that we can provide the vendor name and vendor number when recognizing invoices. This vendor file can be a subset of your entire vendor file such as active vendors in the past 2 years, etc. to improve the accuracy. Additionally, we recommend that the file include the Vendor Name, Vendor Number and Address so we can provide accurate data back to you in the file. Custom validations are possible if necessary. Please submit a request and we will get back to you with a quote and plan to process your documents.

CloudOCR provides a professional staff that will be working to meet your SLA’s. We have been processing documents for nearly 20 years.

Each client that signs up with CloudOCR is assigned an encryption key that is uniquely used to secure the files and transitions of the files. The information is processed and then deleted from the servers after it is delivered to ensure that your information remain safe.

We provide and easy to use system, the out of the box solution will provide a pre-determined format for the CSV. However, if a specific field order is needed you simply drag and drop the fields in the configuration screen and you are ready to go. Configure your CSV in minutes.

Yes – Our Secure Management Tool is going to be the tool that allows you to upload and receive back files from your organization safely and securely. The instruction are provided after you sign up and receive your unique encryption key.  

Yes, you will have a management dashboard that will show you how many pages and files have been processed and the number of items that remain in our system to be verified and corrected. More reports will provide clarity into where items are at in the process.

No – Most organizations we meet have an ERP or Accounting System that provides easy and out of the box ways to load in invoices via Excel/CSV or XML. However, we do have extensive experience in helping organizations solve this issue. If you need a proposal for services to get the files into your ERP system, please let us know. We have 20 years of experience in integrating systems and can easily help you get this done.

Standard functionality clients are operational within an hour of signing up. We typically see organizations set up and operational in less than a day for processing OCR. If you are asking for a custom processing it takes less than a week to have you set up and operational.

We support English, Spanish, French, Dutch, German, Italian, and more. The OCR engine can detect the different languages and automatically adjusting to the proper language. Our verification team is trained to support these languages and will provide the ability to deploy CloudOCR globally with ease.

Yes – we achieved our ISO Certification.

We use Amazon AWS for our server infrastructure. Your data goes to the Amazon Cloud and is redundant across several data centers. Amazon is SOC2 compliant and provides us with a very dynamic capability to scale our secure processing center.

Minimum requirements

CPU: Dual Core x64, RAM: 2GB, OS: Windows 10/Windows Server 2012 or newer, NET framework: v4.8, Hard disk: 10GB or larger, Network port: 443 needs to allow transmission and receiving.