How to Convert Scanned Documents into Structured Data Using AI

In today’s digital world, many businesses still receive paper documents or scanned files. Converting these into structured data manually can be time-consuming and prone to errors. Fortunately, AI makes it easy to automate this process. In this guide, we will show you how to use AI to convert scanned documents into structured data using tools like Parsio.

What Is Structured Data?

Structured data is information that is organized in a consistent and accessible format, like tables or spreadsheets. It allows businesses to analyze and automate processes more efficiently. Converting scanned documents into structured data helps you extract valuable information and use it for various applications, such as accounting, CRM systems, and business analytics.

Why Convert Scanned Documents?

Save Time and Effort

Manually typing data from scanned documents is tedious. Automation with AI can process documents quickly and accurately.

Improve Accuracy

When humans manually enter data, mistakes happen. AI-powered tools like Parsio reduce errors, ensuring your data is reliable.

Streamline Processes

Structured data can be easily integrated into other systems, helping businesses automate workflows and make better decisions.

How AI Helps Convert Scanned Documents

AI uses Optical Character Recognition (OCR) to recognize and convert text in scanned documents. With OCR, AI reads printed or handwritten text and turns it into digital information. This digital data can then be transformed into structured formats, such as Excel or JSON.

Types of Documents AI Can Process

AI can process various document types, including:

• Invoices
• Receipts
• Business cards
• ID documents
• Tax forms

Parsio supports all these and more. For a complete list, check out our article on AI-powered document extraction.

How to Convert Scanned Documents Using Parsio

Step 1: Create a Parsio Inbox

First, create an inbox in Parsio. This inbox will store your scanned documents and process them automatically. You can upload files manually, send them via email, or use tools like Zapier for automation.

When creating your inbox, select the AI-powered PDF parser. This parser uses OCR and pre-trained models to identify and extract data from scanned files.

For more information, read our guide on setting up automated document parsing.

Step 2: Import Your Scanned Documents

Once your inbox is ready, import your scanned documents. You can send them directly via email to your Parsio inbox or upload them manually. You can also automate this step using Zapier or Make.

Parsio can handle a variety of file formats, including PDF, JPG, and PNG. The OCR engine scans the files and extracts text, converting it into a structured format.

Step 3: Review and Fine-Tune the Data

After processing, Parsio displays the extracted data for review. It might include tables, text fields, or other structured elements depending on the document type. You can make adjustments if necessary to ensure the data matches your needs.

If you encounter any issues with the extracted data, you can refine the prompt to guide the AI better. Parsio allows for easy adjustments, ensuring the output meets your requirements.

Step 4: Export the Data

Once the data is reviewed, you can export it as an Excel, CSV, or JSON file. You can also integrate Parsio with Google Sheets for real-time updates.

For advanced workflows, you can connect Parsio with your CRM or accounting software using Zapier or Make. This allows for seamless automation and integration.

Benefits of Using Parsio for Scanned Document Conversion

Accurate OCR Technology

Parsio uses advanced OCR technology to read scanned documents accurately. This ensures that your data is precise and ready for analysis or automation.

Supports Multiple File Formats

Parsio can handle various file types, such as PDFs, JPGs, and PNGs. It also processes handwritten text, making it versatile for different business needs.

Secure and Private

Parsio is committed to data privacy. The platform does not use your data for model training or improvements. You can delete your data anytime, ensuring full control and security.

Common Use Cases for Converting Scanned Documents

Invoice Processing

AI can extract details from invoices, such as the date, amount, and vendor information. This data can then be sent directly to accounting software, reducing manual entry and speeding up the billing process.

Receipt Management

Businesses can automate receipt tracking by converting scanned receipts into structured data. This helps with expense tracking and financial analysis.

Identity Verification

AI can read and extract information from ID documents, making it easier to verify identities quickly and securely. This is especially useful for businesses that need to comply with KYC (Know Your Customer) regulations.

Data Entry Automation

By automating the conversion of various scanned documents, businesses can minimize manual data entry and focus on more critical tasks.

For more on how document extraction revolutionizes business processes, read our post on business automation through document extraction.

Tips for Achieving the Best Results with AI

Use High-Quality Scans

Clear and high-resolution scans improve the accuracy of OCR. Make sure your scanned documents are not blurry or distorted for the best results.

Fine-Tune the Extraction Prompt

If the initial extraction does not yield the expected results, adjust the prompt. You can specify the type of data you want to extract, like dates, names, or amounts. Parsio makes it easy to refine prompts to enhance accuracy.

Automate Document Import

To save time, automate the import process using tools like Zapier or Make. This ensures documents are uploaded to your Parsio inbox automatically, allowing for real-time processing.

Conclusion

Converting scanned documents into structured data is no longer a manual task. With AI and tools like Parsio, businesses can automate the process, improving efficiency and accuracy. Parsio’s AI-powered PDF parser simplifies document processing, allowing you to focus on more valuable tasks.

Start automating your document conversion with Parsio today to save time and enhance your business processes. For more tips, visit our article on efficient PDF data extraction.