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Successful Automation Projects
From bank statement analysis to complex invoice recognition: discover how EasyData transforms organizations with proven AI solutions. 25+ years of Dutch expertise in document processing for more efficient processes and improved compliance.
Why do organizations choose EasyData?
For an IT manager at a municipality, it seemed impossible: automatically processing thousands of bank statements from different banks without storing privacy-sensitive information. Until he discovered EasyData’s Financial Search solution.
This introduction perfectly illustrates what this article is about: how EasyData helps organizations automate complex document processing with European technology and own data centers. In this article, you’ll discover concrete examples of successful projects, from invoice recognition to handwriting recognition, and why these solutions are more relevant than ever.
With increasing digitalization and stricter privacy requirements, organizations are looking for reliable partners who can guarantee both innovation and compliance. EasyData combines more than 25 years of experience with cutting-edge cloud solutions, offering a unique proposition in the market.
Bank Statement Analysis for Dutch Municipality
Dutch municipalities face the challenge of quickly and securely processing bank statements from different banks (ABN Amro, ING, Rabobank, and SNS). We successfully solved the core of the solution with our Financial Search technology, which automatically recognizes documents, extracts relevant data, and categorizes transactions according to a dynamic system.
What makes this approach unique is that categories contain no personal data and – if desired – can be shared with other participating municipalities. This creates a network of best practices that can be widely deployed.
Key benefits for the client:
- Complete privacy: No storage of personal data; processing takes place in a strictly secured environment
- Flexibility: Category classifications can be easily adjusted to changing regulations
- Security: Files are delivered via secure channels and immediately deleted after processing
- Scalability: Suitable for large document volumes with transparent tiered pricing
- Extensibility: In addition to bank statements, other document types can be added
The implementation also included a service desk portal, user logging, and extensive support. Thanks to this integrated approach, participating municipalities can organize their financial processes more efficiently and securely, while maintaining complete privacy and compliance.
Automatic invoice processing for medium-sized business
A successful project involved automating the invoice processing for a medium-sized Dutch company. The goal was to minimize manual processing of incoming PDF invoices and increase administrative efficiency.
Incoming PDF invoices are automatically recognized at line level. Invoices that already contain an XML file are forwarded directly to the desired server location. The recognized invoices are placed via a secure connection in a folder that is directly accessible to the customer’s ERP system.
Special features:
Online verification: Invoices that are not fully automatically recognized go to an online verification module. If manual correction is needed, the responsible employee automatically receives a notification by email.
Continuous improvement: Customers can easily submit incompletely recognized invoices for process optimization, making the system increasingly smarter.
Concrete results:
- Time savings: Processing runs largely automatically, allowing employees to focus on more important tasks
- Reliability: Less chance of errors due to automatic recognition and control
- Cost savings: Competitive rate per invoice and reduced manual handling
- Customization possible: Processing of consolidated or non-standard invoices according to specific requirements
OCR improvement for healthcare sector
For a leading organization in the healthcare sector, we carried out an innovative project focused on improving the recognition of difficult-to-read documents. A significant portion of submitted documents could not be automatically recognized by existing OCR systems.
We developed an advanced image enhancement module based on machine learning and OpenCV. This module corrects perspective, restores distortions, and increases document resolution, so they are optimally prepared for automatic recognition.
Technical innovations:
Hybrid OCR workflow: After image enhancement, only relevant document parts are recognized via a secure workflow using Azure Advanced OCR. This ensures privacy and speeds up the process.
Document splitting and merging: Our technology logically splits documents into recognizable parts, after which results are merged into one clear text file with PDF reference.
Results for the client:
- Higher recognition rate: Significantly more documents are automatically recognized
- More efficient workflow: Document processing time significantly reduced
- Scalability: Suitable for large volumes of documents and expandable with new technologies
- Cost savings: Direct savings on time and operational costs through less manual processing
Complex invoice recognition for international organization
For an internationally operating organization, we carried out a project where automating complex invoice processing was central. The client faced challenges such as high dependence on manual processing, error-proneness, and limited flexibility.
We implemented an advanced solution that automatically recognizes invoices and extracts relevant data – such as suppliers, amounts, VAT rates, and currencies – directly from documents. A combination of template recognition and machine learning was used.
Special features:
Scalable integration: Fully integrated with existing ERP system for seamless workflow and prevention of duplicate entry.
Flexible adjustments: Specific requirements around VAT handling and multicurrency support realized through custom rules. Organizations can easily respond to changing laws and regulations.
Concrete improvements:
- Shorter lead time for invoice processing*
- Drastic error reduction compared to manual entry
- Quick expansion of new suppliers and invoice formats
- International scalability with support for multiple currencies and VAT regimes
Automated mail processing for government organization
For a government organization, we carried out a project fully focused on modernizing the processing of incoming mail and documents. The challenge was to efficiently process both paper and digital mail streams, ensure privacy, and realize connections with existing case management systems.
We implemented a solution where both physical and digital documents are centrally scanned, recognized, and automatically provided with relevant metadata. A distinction is made between technical and content metadata, tailored to organizational requirements.
Innovative features:
Connection with case management systems: Scanned documents are, after recognition and classification, offered via secure connection to the case management system. This makes it possible to use documents directly as the starting point for new cases.
AI and OCR technology: Through the use of advanced OCR and AI models, documents are accurately recognized and classified. Handwriting recognition (ICR) and QR code recognition are also integrated.
Results for the organization:
- Efficient mail processing: Lead time significantly shortened and errors minimized
- Flexibility: Modularly built and easily expandable with new document types
- Cost savings: Reduction of manual work and optimal use of existing infrastructure
- Privacy and control: Full control over data and processes with maximum privacy protection
Identity document recognition telecom industry
For a major player in the telecom and technology industry, we carried out a project focused on optimizing the scanning and recognition process of various documents, such as identity cards, bank cards, receipts, and Chamber of Commerce extracts.
Using our EasyData OCR Technology, documents such as passports, ID cards, driver’s licenses, and bank cards are automatically recognized and relevant data is extracted. For European identity documents, the MRZ (Machine Readable Zone) is used as the basis for reliable and fast data extraction.
Privacy by design:
To comply with GDPR regulations, anonymized training data is used. If fully anonymized work is not possible, datasets are compiled where one of the main fields is always anonymized, so that privacy of end users is guaranteed.
Concrete benefits:
- Higher reliability: Fewer errors when adding and processing documents
- Efficiency and time savings: Manual checks largely unnecessary
- Privacy and compliance: Full compliance with privacy legislation through anonymized data
- Smooth implementation: Modular setup and central control for rapid deployment
Automatic drawing recognition manufacturing industry
For a leading company in the manufacturing industry, we realized an advanced project focused on automating technical document processing and performing complex calculations based on drawings. The challenge was to automatically extract data from welding drawings, validate them, and directly translate them into accurate calculations for production and quality control.
Hot folder automation:
Automatic document processing: Via a hot folder, digital drawings are automatically read as soon as they are placed in the correct folder. The system directly processes PDF files with vector images and text layers, making manual uploads or sorting unnecessary.
Using machine learning, specific welding symbols and relevant parameters (such as material type, plate thickness, weld length, and angle) are automatically recognized and extracted from the drawings. Missing or unclear fields are marked, so the user can easily supplement or correct them via a user-friendly web portal.
Results for the client:
- Efficiency: Processing time for technical documents drastically shortened
- Accuracy: Automatic recognition and validation minimize human errors
- Ease of use: Easy control and supplementation of data via web portal
- Complete privacy: Local processing without internet connection for optimal security
Material certificates international industry
For an international industrial organization, we carried out a project focused on automatically reading and structuring complex certificate documents, such as material certificates for steel and other metals. The challenge was that these documents were semi-structured: tables and data appeared in different forms, with varying layouts.
Layout-specific extraction:
Custom per document type: Based on the received documents, six unique layouts were identified. For each layout, a dedicated extraction module was developed, tailored to the specific structure and presentation of the data. This guarantees high accuracy, even with non-standard or less structured tables.
To improve extraction quality, reference lists were used for material types, “Heat No.” formats, and diameter ranges. This minimizes errors when reading and validating values and allows deviations to be immediately flagged.
Concrete results:
- Efficiency: Manual entry and control largely replaced by automatic extraction
- Reliability: Validation against reference lists ensures improved data quality
- Ease of use: Upload and process via secure NextCloud environment
- Future-proof: New document types easy to add
Historical archive digitization
For an archive institution dealing with large quantities of historical documents—including maps with handwritten notes, files, and inventory lists—we carried out a project focused on automating the recognition and digitization of both handwritten and typed texts. The challenge lay in the enormous variety of handwriting, pencil notes, and varying scan and paper quality.
Multi-engine approach:
Combined technologies: We deployed various OCR and HTR systems, including EasyData OCR, Yandex Vision, and Transkribus, to automatically recognize handwritten and mixed texts. By smartly combining these systems, the chance of successful extraction was significantly increased.
For documents with faint pencil notes or low scan resolution, image enhancement modules were applied. The recognized text was directly used to index documents and provide metadata, making them searchable in the archive system.
Impactful results:
- Dramatic time savings: Processing time per document shortened by a factor of 3 to 5
- Better accessibility: Archive pieces fully searchable for researchers
- Higher data quality: Validation with word lists improves accuracy
- Privacy and compliance: Processing in secure environment according to archive standards
End-to-end automation financial services
For an international financial services provider, we carried out a project focused on fully automating the processing of various documents, such as contracts, invoices, and customer forms. The organization dealt with large volumes of documents arriving daily via different channels (email, uploads, cloud folders).
No-code flexibility:
User-friendly configuration: The automation is set up for different document types, including invoices, contracts, shipping labels, and customer forms. Thanks to a no-code interface, employees can easily create and adjust templates without programming knowledge.
We set up a workflow where documents are automatically retrieved from various sources, recognized, categorized, and relevant data extracted using AI-driven OCR and machine learning technology. The extracted data is automatically validated and directly forwarded to backend systems.
Measurable improvements:
- Time savings: Processing time reduced from hours to seconds
- Fewer errors: Error rate in data entry drastically reduced
- Scalability: Effortlessly process large volumes, even during peaks
- Cost savings: Lower operational costs through less manual work
Fraud detection government organization
For a government organization, we set up an innovative project focused on automating the processing and validation of certificates and trade documents. The challenge was to quickly and reliably distinguish between legitimate and fraudulent documents, where both handwritten and machine-written text had to be recognized and analyzed.
External data integration:
Multi-source validation: Where necessary, additional data is automatically retrieved from reliable online sources to strengthen validation and ensure completeness of information. This significantly increases the reliability of fraud detection.
Using our own OCR technology and handwriting recognition modules, documents are accurately read, with missing or unclear data automatically flagged. Documents are classified and validated using reference lists and metadata.
Security and efficiency benefits:
- Fast and reliable recognition: Inspection lead time significantly shortened
- Improved fraud detection: Deviations and potential fraud detected faster
- User-friendliness: Clear interface with option for manual intervention
- Privacy and compliance: Full compliance with privacy legislation with minimal data storage
Automated order processing trading and distribution company
For a trading and distribution company with a large volume of order processing, we carried out a project aimed at automating and optimizing the order process. The existing solution was no longer sufficient: important order details were lost and much manual checking was required, leading to delays and errors.
Machine Learning optimization:
Self-learning system: Orders that meet the validation threshold are directly exported as PDF with accompanying XML data. Orders with uncertainty go to an online validation portal (EasyVerify) for manual checking and model training. This makes the system increasingly smarter and reduces the number of manual corrections.
The system is trained to recognize essential data such as delivery address, customer number, email, IBAN, phone numbers, order numbers (both from the dealer and from the end customer), and tables with quantities and article numbers. Unknown or incomplete data is automatically supplemented via a database lookup.
Business benefits:
- Efficiency: Order processing runs largely automatically with greatly reduced lead time
- Cost savings: Fewer manual actions and competitive rate per processed order
- Ease of use: Easy control, training, and reporting for employees
- Future-proof: Flexible, scalable, and expandable with new functionalities
Document anonymization technology company
For a technology company specializing in data protection, we carried out a project around the development and implementation of an advanced solution for document anonymization. The client wanted to respond to the growing demand for privacy protection when processing large quantities of sensitive documents.
Named Entity Recognition:
Intelligent recognition: By deploying advanced machine learning technologies and NER models, personal data, signatures, and sensitive entities are automatically recognized and anonymized. The system continuously learns from feedback and new datasets.
We fully integrated the existing anonymization platform with a scalable cloud environment. This allows large numbers of documents to be processed quickly and securely, with processing per page running in parallel for maximum speed and capacity.
Strategic results:
- Fast processing: Large quantities of documents securely anonymized in short time
- High accuracy: Reliable recognition and shielding of sensitive data
- Flexibility: Grows with changing requirements and easily expandable
- Market position: Solid foundation for further growth and innovation through collaboration
Financial reporting conversion for a national organization
For a national organization responsible for providing insight into large quantities of annual accounts and financial reports, we carried out a project focused on the conversion and structuring of unstructured financial documents. The challenge was to quickly and accurately extract relevant financial data from thousands of annual reports.
Automatic web crawling:
Intelligent collection: With our Financial Search solution, annual accounts are automatically collected, recognized, and converted to structured data. The system is able to search for annual reports on the internet, download them, and categorize them based on relevant characteristics such as company name, report year, and stock listing.
Using smart algorithms, consolidated balance sheets and other key data are automatically recognized, checked for completeness, and brought together in a clear Excel file or database. The export can be fully tailored to customer requirements and is suitable for further analysis or monitoring.
Analytical benefits:
- Efficiency: Annual account processing time drastically shortened
- Reliability: Data accuracy greatly increased through automatic validation
- Insight and control: In-depth analyses possible for better decision-making
- Future-proof: Grows with new requirements and developments
Technical drawings archive optimization theme park
For a large Dutch theme park, we carried out a project focused on optimizing the findability and accessibility of an extensive technical archive. The challenge was to make thousands of technical drawings, maintenance documents, and inventory lists more searchable for technical staff.
Smart metadata enrichment:
Automatic structuring: By applying smart algorithms, we were able to extract relevant data from scanned documents and enrich them with metadata. This made it possible to categorize documents based on, for example, attraction name, document type, year, or supplier.
We started with a thorough inventory of the archive material from multiple attractions. We looked at the structure of existing folders, the presence of inventory lists, and the quality of technical drawings and maintenance documents. For documents with poor scan quality, image enhancement was applied.
Operational improvements:
- Quick findability: Employees can easily search and directly find the right documents
- Better structure: Archive is future-proof and flexible through metadata addition
- Fewer errors: Central access prevents duplicate or incomplete scans
- Extensibility: Prepared for further digitization and new document types
Transport document processing logistics service provider
For a logistics service provider active in international trade, we realized a project focused on automating the processing and checking of transport and freight-related documents, such as CMRs, loading and unloading forms, and accompanying certificates. The client wanted to drastically reduce manual checks and minimize compliance risks.
Compliance automation:
Automatic validation: The system automatically checks whether all required documents are present (such as tank cleaning certificates, accompanying letters, and declarations of previous cargo). Missing or deviating documents are immediately flagged, so employees can intervene quickly.
All submitted transport documents were automatically recognized and relevant data — such as PO/SO number, truck and trailer information, loading and unloading locations, and product details — were extracted. The system is flexible enough to process different languages, layouts, and document types, including handwritten and stamped fields.
Logistics optimizations:
- Efficiency: Processing time per transport file substantially shortened*
- Error reduction: Errors and compliance risks greatly reduced through automatic validation
- Transparency: Documents centrally organized with complete logging and audit trail
- Flexibility: Easily adjustable to new document types and compliance requirements
Claims processing international insurer
For an international insurer, we realized a project that transformed the entire process of processing medical claims. The challenge was to quickly, accurately, and securely process large numbers of scanned claim forms from various insurance companies and in varying formats.
Intelligent workflow automation:
Hot folder processing: Documents are automatically picked up and processed via a ‘hot folder’. Only documents with ambiguities or missing data are forwarded to an online validation portal, where operators can quickly correct errors. This drastically reduces manual workload.
Using an advanced platform, scanned claim documents are automatically recognized. Important fields such as policy data, insured amounts, amounts of paid and outstanding claims, and distributions by care type were directly extracted from the documents. The system adapts to different document structures and can quickly add new templates.
Insurance-related benefits:
- Efficiency: Claims processing time substantially shortened*
- Accuracy: Number of errors and corrections greatly reduced through automatic validation
- Cost savings: Significant decrease in operational costs through less manual work
- Future-proof: Grows with new requirements and international expansions
Property tax objection processing regional government
For a regional government organization, we carried out a project in which the processing of objection and court documents was fully automated. The challenge was to efficiently and error-free link incoming property tax objections and court mail to the correct files, where different document types, barcodes, and databases had to be integrated.
Intelligent file linking:
Automatic matching: Through intelligent field recognition, relevant data such as file number and customer number are read. Based on the file number, additional information, such as the name of the submitter, is automatically looked up and added. Barcodes are actively used to speed up recognition.
Incoming objections were automatically retrieved from a secure SFTP location. The system recognizes the document type, reads assessment and file numbers, and links them directly to the correct records in the database. Court documents are recognized based on unique characteristics and matched with existing files.
Government-specific benefits:
- Efficiency: Manual processing virtually unnecessary with greatly shortened lead time
- Reliability: Minimal chance of errors through automatic matching and barcode recognition
- Scalability: Easily expandable with new document types or recognition rules
- Cost control: Operational costs decrease and team capacity optimally utilized
Revolution in automotive document processing: from rigid templates to intelligent AI
For a leading software developer who develops and markets a powerful document management system for car dealers, we carried out a groundbreaking project. The goal was to replace their existing rigid document processing solution from a third party – a system that severely hampered their customers in their daily work processes.
The challenge: 60+ document types, old technology
Critical limitations of the old system: The existing third-party system was completely dependent on a template-based approach, where fields were bound to specific locations in documents. This made the system extremely inflexible for new document layouts. Support for new document types took up to 4 days, sometimes even a week, which severely hampered scalability.
Measurable results after 2 months implementation:
- Revolutionary speed gain: Support for new document types reduced from 4+ days to minimal configuration time
- Improved classification accuracy: AI-driven approach with confidence scoring significantly reduces manual intervention
- Increased data extraction precision: Location-independent field extraction with validation ensures consistent quality
- GDPR certainty: Automatic compliance for sensitive documents without operational impact
Enterprise ABBYY FlexiCapture Azure infrastructure
For a client whose existing ABBYY FlexiCapture implementation requirements proved too demanding, we carried out an extensive infrastructure project for the professional setup and support of their ABBYY FlexiCapture cloud infrastructure on Microsoft Azure. This project illustrates EasyData’s expertise in enterprise-level cloud implementations and our international service provision from our Armenian branch.
Complex enterprise infrastructure: from analysis to optimization
Cost optimization through external infrastructure: To optimize costs, we implemented an external infrastructure for backup, where we deployed off-cloud infrastructure for cost savings. This included setup of data transfer channels and configuration of synchronization processes, resulting in significant monthly savings on Azure storage costs.
Enterprise-level results after 4-6 weeks implementation:
- Complete infrastructure setup: in 184 hours we set up a professional configuration
- Automatic scaling: Load-responsive infrastructure that automatically grows with demand
- Robust backup strategies: Dual backup with cost-optimized external infrastructure
- Database performance: Optimized FlexiCapture database with automatic maintenance
- 6 months warranty: Quality guarantee on all work performed
Intelligent credit processing
For a bank that we cannot name, we carried out a groundbreaking project that transformed the entire credit approval process. The bank struggled with extremely long lead times when processing mortgage, auto, and consumer credit applications coming in via their CRM system from across the country. The manual verification process of scanned documents formed a critical bottleneck.
Complex document challenge: no standard formats
Unique technical challenge: The biggest challenge was the lack of standardized formats for salary certificates and contracts. Hundreds of different layouts had to be reliably processed. EasyData developed a hybrid approach that combines algorithms with machine learning to successfully bridge this extreme variation.
Measurable impact for the Bank:
- Dramatic time reduction: Approval times reduced multiple times through automated verification
- Improved customer experience: Significantly faster response time for credit applications
- Error reduction: Neural network models reduce errors in signature/stamp validation
- Scalability: Solution grows with new product lines and branches
Why these projects were successful
These cases demonstrate that successful document automation is not just about the latest technology, but above all about understanding specific customer needs and delivering solutions that really work in practice.
Common success factors:
European technology and compliance: All projects were carried out with EasyData’s own technology, hosted in Dutch data centers according to European privacy standards.
Customization within standard frameworks: Each solution was adapted to specific requirements, but built on proven technical foundations.
Hands-on implementation: Through intensive collaboration and knowledge transfer, customers were made self-sufficient in using their systems.
From bank statement analysis to handwriting recognition, from invoice processing to fraud detection – each project demonstrates how thoughtful automation helps organizations work more efficiently, accurately, and securely. The secret lies in combining advanced AI technology with deep understanding of business processes and a pragmatic implementation approach.
Are you curious how EasyData can also transform your document processes? These projects are proof that effective automation is within reach, regardless of the complexity of your document streams.
Ready to go from manual chaos to smart automation?
Join the companies that have already automated their document processing. Experience for yourself how improved accuracy and substantial time savings transform your organization, potentially operational within 8 weeks.*
💼 Dutch automation expertise guaranteed
25+ years experience – Pioneers in document automation since 1999
Dutch data sovereignty – All servers in own data centers, full GDPR compliance
No lock-in – Open standards and full data ownership
8 weeks implementation – From first contact to working solution
Transparent pricing – No hidden costs or unclear licenses
European compliance – GDPR-ready with Dutch data center location
*Implementation timeframe based on average project duration with Dutch customers, individual projects may vary depending on organization size and complexity.
Frequently asked questions about document automation
How long does it take to implement a document automation solution?
Implementation time varies depending on complexity and scope. Simple invoice recognition can typically be operational within 2-4 weeks, while more complex solutions such as complete mail processing can take 2-3 months.* EasyData is characterized by short implementation periods through the use of proven technical frameworks.
What privacy safeguards does EasyData offer?
All EasyData solutions are hosted in Dutch data centers according to European privacy standards. We work with privacy-by-design principles, anonymized training data where possible, and offer both cloud and on-premise implementations. Customers retain full control over their data.
Can existing systems be connected?
Yes, EasyData specializes in seamless integration with existing ERP, CRM, and case management systems. Through the use of standard APIs, XML export, and custom connections, we ensure that new automation connects to your current IT infrastructure without major disruptions.
What are the typical cost savings?
Dutch customers report substantial reduction in processing time, drastic reduction in data entry errors, and significantly lower operational costs.* The exact savings depend on the current process and document volume, but ROI is usually achieved within 12-18 months.
How accurate is automatic document recognition?
Accuracy varies by document type and quality. For structured documents such as invoices, we achieve improved accuracy.* For more complex documents such as handwritten text, this is between acceptable levels. All systems have validation workflows for human control where needed.
Is employee training required?
EasyData provides extensive training and documentation with every implementation. Through the use of user-friendly interfaces and no-code configuration, employees can quickly work independently. We provide both local training and online workshops, tailored to your organization.
*Results based on internal measurements with Dutch customers, individual results may vary per organization and process scope.
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