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OCR and authorisation

In 30 seconds

OCR proposes the details of a PDF invoice, and a person checks them. It runs only on a click per file, never automatically. The file goes to Mistral AI (France), who state that they process in the EU, as a sub-processor that an owner has authorised beforehand. Every scan is counted; some are free each month and more can be bought in advance.

In detail

What OCR does

OCR reads a PDF, PNG or JPEG file and proposes the header data of an invoice: document type, supplier, invoice number, the dates, currency, gross amount and the VAT lines. The proposals land in empty fields only, never in a field you have already filled in. They are marked "per OCR vorgeschlagen" (proposed by OCR) until a person confirms or changes them. A supplier is only proposed when exactly one open supplier matches the name and VAT ID.

OCR does not replace a check. Filing is only possible once all proposals are confirmed.

How it is started

  • One click per file. The button "Mit OCR auslesen" in the capture view reads the file you are looking at. It never happens automatically.
  • Never for an e-invoice. An invoice that brings its details as a data record needs no OCR, and the button is absent.
  • Not while a file is still being read.
  • A file is transferred as a whole. At most eight pages are read; for a longer PDF the first four and the last four.
  • A received file leaves NOVEX only for OCR, and only on such a click.
  • If reading fails (timeout, refusal, unreadable answer), NOVEX reports it and nothing is filled in.

From the answer NOVEX also reads hints for the Kontierung: texts printed beside "Kostenstelle", "KST", "Bauvorhaben" or "Projekt". They flow into the Kontierung as a proposal, never unasked into the fields.

The owner's authorisation

OCR is switched off by default. Only an owner of your organization can switch it on, under "Eingang und DATEV" in the organization settings. By switching it on, the owner authorises Mistral as a sub-processor. Switching it off withdraws the authorisation. Only an owner can switch it on again, with a new authorisation.

Without the authorisation NOVEX reads no file by OCR and sends nothing. NOVEX does not store the service's answer in its original wording; it only records that a request ran and with what outcome. NOVEX makes no commitment about how long the provider keeps data.

Scans and costs

Each reading of a file counts as one scan:

  • Every organization has a number of free scans per calendar month. The number is in the table on the page Seats and prices. Unused free scans lapse at the end of the month.
  • Beyond that, owners buy packs in advance. Purchased scans do not lapse as long as your contract exists. The price of a pack is shown in billing at the time of purchase.
  • If no scan is left, NOVEX refuses the request. Nothing is bought automatically, and no pack is a subscription.
  • The display beside the button gives the balance and, when nothing is left, the day of renewal.

OCR needs the plan of NOVEX Rechnungseingang. See What is possible without a plan.