Automating document reading with Zoho OCR

The Challenge  

In many organizations, large volumes of documents must be read and processed manually by human teams. This repetitive work is not only slow and costly but also prone to errors. Whether it’s validating identity documents, extracting invoice data, or processing customer forms, the time invested can become a bottleneck in operations. OCR (Optical Character Recognition) technology integrates with Zoho solutions to automate data extraction and validation from images or scanned documents, streamlining critical processes and significantly reducing operational workload. Furthermore, by combining OCR with automation and intelligent workflows, solutions can be created that transform not only internal operations but also the customer experience.

Case 1: Reducing Manual Work in Document Reading  

In this scenario, a company processed large amounts of documents daily sent by clients and suppliers: IDs, invoices, contracts, purchase orders, among others. Previously, this process required several people to manually read and enter data into the system, with the resulting margin of error and time consumption.

Solution with OCR + Zoho Creator
Through Zoho Creator, a custom OCR model was trained to automatically detect and extract key fields from the documents: name, document number, date, amount, etc. Files were uploaded via forms or synced folders, and the extracted data was automatically validated before being integrated into the Zoho CRM system.

In cases where documents were unreadable or incomplete, the system generated automatic alerts for manual review. This workflow significantly reduced the need for human intervention in reading and transcription tasks.

Expected Results

• Up to 60% reduction in manual work for reading and entering documents.
• Fewer transcription errors and faster processing speed.
• Staff available for higher value-added tasks.

Case 2: Automatic Document Validation for Onboarding via WhatsApp  

In another case, a company needed to optimize the customer onboarding process. Users shared their documents via WhatsApp (ID cards, receipts, etc.), but manual verification slowed service activation and created operational bottlenecks.

Solution with OCR  Zoho RPA
A WhatsApp channel was integrated with Zoho RPA to automatically receive images sent by customers. Through an OCR model, the solution extracts key data and compares it with existing records in Zoho CRM. Additionally, automatic validations were implemented with Zoho RPA to ensure the documents were readable, valid, and that the data matched the prospect’s information.

When the documents meet the requirements, the process continues automatically until the customer’s registration is complete. If inconsistencies are found, the system responds to the user requesting a new image or additional documentation, all without the need for direct human intervention.

Expected Results

• Up to 65% reduction in onboarding time
• Improved customer experience by enabling smooth interaction through their favorite channel.
• Reduction of errors and fraud thanks to automatic validations.

Technical Considerations  

To ensure the success of these implementations, it is important to consider several key factors:

• Document Quality: Blurry images, poor lighting, or pictures taken from awkward angles can reduce OCR accuracy.
• Privacy and Security: Since documents contain sensitive information, strict access, storage, and encryption policies must be applied.
• OCR Model Training: An effective model requires real examples of the documents to be processed, ideally with format and structure variations.
• Licensing: Some advanced OCR features require specific plans. It is recommended to evaluate this at the beginning of the project.

Zoho Tools That Make It Possible  

These solutions are primarily based on Zoho Creator and Zoho RPA.

• Zoho Creator allows for training custom OCR models, building automated workflows, and connecting extracted data with other systems.
• Zoho RPA extends these capabilities to high-volume processes through bots that capture documents, perform OCR, and complete tasks without human intervention.

Both tools can be natively integrated with other Zoho modules such as CRM, WorkDrive, Forms, or Flow, creating a fully automated, secure, and scalable ecosystem. Implementing OCR with Zoho tools transforms slow, repetitive processes into automated, reliable, and scalable workflows. From reducing internal operational workload to significantly improving the customer experience, this technology opens the door to a new way of working: more efficient, more accurate, and fully connected.

Do you want to implement a similar solution in your organization?

At InterConnecta, we design and implement customized solutions with Zoho OCR, Creator, and RPA to make your processes more agile, secure, and scalable.

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