Scan and recognize is the familiar term for software that reads invoices and turns them into posting proposals. In Exact Online it mainly helps capture header data such as supplier, invoice number, date and total amount. But scan and recognize is not the same as full invoice automation. This guide explains how it works, where the limits are and when a broader workflow makes sense.
What is scan and recognize?
Scan and recognize combines document intake, OCR and recognition rules to extract invoice data from a PDF, scan or image. The software identifies the main fields and prepares a proposal for your accounting system.
- Receipt. An invoice arrives by email, upload or scan.
- OCR. The PDF or image is converted to text.
- Field recognition. The system finds supplier, invoice number, date, VAT and totals.
- Review. A user checks low-confidence or missing fields.
- Posting proposal. The invoice is prepared for processing in Exact Online.
How does Scan & Recognize work in Exact Online?
Exact Online includes native scan-and-recognize functionality for incoming invoices. For simple administrations this can be enough: the invoice is read, basic fields are proposed and finance has less data entry.
The value is mainly less manual typing. The limits appear when you need more than basic recognition: line splitting, GL and VAT prediction, approval routing, multiple administrations or purchase-order matching. That is where a broader flow for scan and recognize in Exact Online or automated invoice processing becomes more relevant.
OCR versus AI
OCR reads text. AI tries to understand context. An OCR layer can see "21%" on an invoice. An AI layer can help decide which VAT code, GL account, cost center or project fits that supplier and invoice type.
| Part | Scan and recognize | Automated invoice processing |
|---|---|---|
| Goal | Extract invoice data | Handle the invoice workflow |
| Strong in | Header fields and totals | Coding, workflows, matching and posting |
| Review | Often invoice by invoice | More exception-focused |
| Exact Online | Posting proposal | Workflow around Exact Online |
When is scan and recognize enough?
It is often a good starting point when invoice volume is low, approval rules are simple and the main need is converting PDFs into posting proposals. For a small administration with recurring suppliers and limited posting scenarios, native functionality can be perfectly reasonable.
When do you need more?
- You process more than roughly 100 purchase invoices per month.
- Invoices contain multiple lines, projects, cost centers or VAT scenarios.
- Approval depends on amount, budget owner, entity or buyer.
- You work with multiple Exact Online administrations.
- You want invoice processing in Exact Online to include coding and posting.
- You use purchase orders and want matching against receipt information.
Where Glimps fits
Glimps is built for Exact Online teams that want more than recognition. It reads invoices, predicts posting data, supports approval workflows and can add PO matching where needed. For low volume, native scan and recognize can be enough; for growing teams, a dedicated workflow is often more predictable.
Compare the Exact Online Scan & Recognize alternative, view pricing or open the interactive demo.
Conclusion
Scan and recognize helps read invoices faster, but it does not automatically solve the full AP process. For simple administrations that may be enough. For volume, approvals, multiple administrations or PO matching, the value moves toward automated invoice processing around Exact Online.