Automate Data Entry with AI: ‚Same same but different‘

In the case of semi-structured information and documents (e.g. delivery notes, orders, invoices, accompanying export documents, damage documentation, reports, etc.), the old adage applies: “same same but different”.

This means that when it comes to data entry, there is a high probability of finding the same information on all documents, but in different forms, positions and semantics. In the worst case, the information is only available indirectly. This identification of concrete information on documents of any format requires intelligence. For more information on automation with AI, see: Advantages of Automated Invoice Capturing with Artificial Intelligence

IMPORTANT: We are not talking about simple forms that specify the position of the information. With such problems, there are easier solutions to extract data.

Data Entry

Can Artificial Intelligence take over Data Entry?

In principle, artificial intelligence is predestined to capture semi-structured information from documents if the documents have a certain "similarity". Even line items on these documents can be extracted. You can train so-called singular intelligences for a specific task using data examples - under certain conditions:

Historical data entry available

The most important question: Are there data examples (mostly historical data)? So are there correct examples from which the AI can learn the desired capture? The performance of the AI must also be measured with independent data. As a rule, this depends heavily on whether this data has already been entered manually in the past or whether the entry represents a new application. If no data is available, these examples can be created manually or generated artificially.

Intelligent Capturing needs Context

Singular intelligences - i.e. an intelligence that is good at a task - works in a context sandbox. For example, when entering an order, you need the context of the industry (special technical terms) and the company (terms in the company, product catalogue, suppliers). Access to this context increases the hit rate and performance.

What is my fault tolerance?

In addition to a recognized value, artificial intelligence also returns the probability of how sure it is that the value was correctly recorded. Above a certain probability threshold, it is assumed that the value is correct. This threshold can now also be used to optimize the results. If I reduce the threshold, I reduce the manual effort (more values are judged correct), but as a trade-off I get a higher error rate. As a user of automated data entry, I must be aware of this, know my acceptable error rate or error costs and measure the individual sweet spot.

If the points above are met, AI with the right technology and architecture (NLP, Deep Learning and Transformer) will serve you well.

Ready2Use AI

In addition, there are pre-trained intelligences for certain problems. The BLU DELTA AI is e.g. a Ready2Use KI for the data entry of invoices and receipts. This means that you can immediately enter documents of all kinds without any effort or training. In addition, Ready2Use AI models are constantly learning with additional data and are the best choice for standard problems.

If you would like to learn more about the topic, we would be happy to look at your problem together with you and help you to automate your data entry. Get in contact with us now.

BLU DELTA is a product for the automated capture of financial documents. Partners, but also our customers’ finance departments, accounts payable clerks and tax consultants can use BLU DELTA to immediately relieve their employees of the time-consuming and mostly manual entry of documents by using BLU DELTA AI and Cloud.

BLU DELTA is an Artificial Intelligence by Blumatix Intelligence GmbH.

Christian Weiler

Author: Christian Weiler is a former General Manager of a global IT company based in Seattle/US. Since 2016, Christian Weiler has been increasingly active in various roles in the field of artificial intelligence and has strengthened the management team of Blumatix Intelligence GmbH since 2018.