Online OCR:
From paper stacks to intelligent data
Transform manual document work into automated workflows with 99% accuracy. European privacy, no installation required.
Schedule your OCR demoOn Friday evening, at nine o’clock sharp, Mark, director of a logistics company, left his office. Together with his team, he had spent a large part of the day manually processing stacks of freight bills, trade documents, and charters. No time for customers and no room for process improvement, just endless data retyping. Every month, this task cost the team over 40 hours, with frustrating errors: about 15% of the data turned out to be incorrectly entered. The impact was noticeable throughout the organization: delays, extra control work, and dissatisfied customers.
The Turnaround
After internal consultation, Mark decided to tackle things differently. Together with his IT manager, he explored automation possibilities. They chose an online OCR solution with AI-Tools that seamlessly connects to their existing systems and was easy to implement.
Three months later, the same team processes the same documents completely automatically with online OCR technology. What used to take days now happens within minutes. The error rate dropped from 15% to 0.3%. The team can finally focus on what truly adds value: helping customers and growing the business.
Within a week, the first results were already visible, and after three months, the new system was fully operational. Mark’s team no longer had to manually retype documents; documents are now automatically read and processed. What previously took days is now arranged in just minutes. The error rate dropped spectacularly: from 15% to just 0.3%.
What is online OCR and why do companies choose it?
Online OCR is a cloud-based service that automatically recognizes and extracts text from scanned documents, photos, and PDF files. Unlike traditional OCR software that you must install and maintain, online OCR works entirely through your web browser.
📊 The numbers speak for themselves
Organizations spend an average of 6+ hours per day on manual document processing. With online OCR, this drops to 30 minutes, representing 90% time savings and €690,000 annual cost reduction for organizations processing 1000 documents per month.
The shift to online OCR is driven by three core factors: explosive growth of digital documents, increasing pressure on operational efficiency, and stricter compliance requirements such as GDPR. Dutch companies are looking for solutions that not only save time but also meet European data security requirements.
🔒 Privacy and compliance central
Unlike American cloud services, EasyData processes all documents within Dutch datacenters, guaranteeing full GDPR compliance without vendor lock-in risks.
Advantages of online OCR over desktop solutions
99%
Average accuracy with AI-enhanced OCR
Immediate accessibility
No installations, updates, or licenses per workstation. Start within minutes via any web browser on any device.
Unlimited scalability
Process thousands of documents simultaneously during peak periods without additional hardware investments.
Automatic updates
Benefit immediately from new AI algorithms and Machine Learning models without manual intervention.
Pay-per-use model
No fixed license costs, with a maintenance contract that exactly fits your situation.
API-based integration
Seamless connection with existing systems such as CRM, ERP and DMS via modern APIs.
Enterprise-grade security
Dutch datacenter, end-to-end encryption, and full GDPR compliance for maximum privacy.
Practical applications: from invoices to contracts
Online OCR excels in various business processes where manual input is still the norm.
Think of invoice processing in accounting, contract analysis in legal departments, or patient records in healthcare.
📋 Automating invoice processing
Automatic extraction of supplier data, amounts, and cost items from scanned invoices. Directly route to automated approval workflows for faster payments and cash flow optimization.
Intelligent document recognition goes beyond text
Modern online OCR combines text recognition with AI-driven document analysis.
The system not only ‘understands’ what’s written, but also what it means within the context of your business processes.
🧠 AI-powered document understanding
Automatic classification of document types, extraction of specific data fields, and intelligent validation against business rules.
It’s like having an experienced employee analyzing documents 24/7 without making mistakes.
Technical specifications and integration possibilities
EasyData’s online OCR platform is built for enterprise applications with a focus on reliability, performance, and compliance. The technical architecture supports both small batches and large-scale document processing.
Supported formats and languages
- Input formats: PDF, TIFF, JPEG, PNG, BMP (up to 300 DPI)
- Output formats: Searchable PDF, Word, Excel, XML, JSON
- Language support: 50+ languages including Dutch, English, German
- Special formats: ALTO XML for archives and libraries
API and integration platform
The RESTful API enables integration with virtually any modern business system.
From simple webhook configurations to complex workflow automation.
🔌 Seamless integration
Works directly with popular business applications via our Business Connector platform.
Pre-configured connections available for CRM, ERP, and DMS systems.
Frequently asked questions about online OCR
What document volumes can online OCR process?
From a few documents per day to thousands per hour – online OCR scales automatically. Peak loads are handled without performance impact thanks to cloud elasticity. EasyData’s infrastructure can easily handle large volumes during busy periods such as month-end closings or peak season.
How long does online OCR implementation take?
Standard connection can be done within a day. Implementation of specific recognition models takes an average of 6-8 weeks from analysis to production. But note, these are the complex assignments that other providers prefer not to execute. We’re also here for simple scenarios, which are often operational within a day!
What are the costs of online OCR?
Pay-per-use pricing ensures predictable costs without major upfront investment. Prices vary by document type and volume, with significant discounts at higher volumes. Your ROI is usually realized within 6 months. EasyData offers transparent pricing and helps you create a cost-benefit analysis for your specific situation.
Can online OCR integrate with existing systems?
Yes, via modern REST APIs and webhooks, online OCR integrates with virtually all business applications. Pre-configured connectors are available for popular ERP, CRM, and DMS systems. EasyData’s integration experts ensure seamless connections without disrupting your current work processes.
What happens with poor document quality?
AI algorithms automatically improve document quality through deskewing, contrast optimization, and noise reduction. Very poor documents are flagged for manual review with suggested corrections. EasyData’s advanced preprocessing ensures that even lower quality documents can be reliably processed.
What about privacy and GDPR compliance with online OCR?
EasyData processes all documents within Dutch datacenters with full GDPR compliance. We maintain strict security with end-to-end encryption and access control. Your documents remain your property and are never used for other purposes. As a Dutch provider, we understand the specific privacy requirements of Dutch organizations.
Ready to go from paper stacks to smart data?
Discover how online OCR can transform your document processing with 99% accuracy, 90% time savings, and full GDPR compliance. Start today with a free proof-of-concept.
✅ Guaranteed results within 8 weeks
90% time savings • 99% accuracy • 50-80% cost reduction • Full GDPR compliance
No setup costs • Dutch datacenters • 25+ years expertise
Summary: the future of document processing
Online OCR represents a fundamental shift in how organizations handle document processing. The combination of cloud scalability, AI-driven accuracy, and European privacy compliance makes it a no-brainer for organizations looking to increase operational efficiency.
🎯 Key benefits in a nutshell
Immediate accessibility without installations, unlimited scalability, 99% accuracy, full GDPR compliance, and proven ROI within 6-12 months. Online OCR eliminates the traditional barriers of document automation.
For Dutch IT managers and operations directors struggling with manual document processes, the choice is clear: continue holding on to time-consuming manual processes, or switch to intelligent automation that frees your employees from work that is costly and time-consuming.
The question is no longer whether online OCR is suitable for your organization, but how quickly you can start. With a predictable implementation trajectory and immediate ROI realization, there’s no reason to wait.
Next steps and additional resources
Want to dive deeper into specific aspects of online OCR? EasyData offers extensive resources to support your implementation journey:
- OCR Software comparison: Comprehensive analysis of different OCR solutions and their applications
- Process automation guide: Roadmap for complete workflow automation including OCR integration
- European compliance: Detailed information about data sovereignty and privacy safeguards
- Customer cases: Practical examples of successful OCR implementations at Dutch companies
- Integration platform: Technical specifications for API connections and system integrations
📞 Personal consultation
Every organization is unique. Schedule a 30-minute conversation with our OCR specialists for tailored advice, without obligations.
We analyze your current situation and show concrete improvement opportunities.
🖊 About the author
