A Guide to Intelligent Document Automation Processes
- Freya Jane
- Director of Customer's Success
Efficiency is essential in the world of international trade. The efficiency is hindered by manual customs declaration, particularly data entry in documents.
A study shows that “the most common tasks that count for automation are document creation (32%) and data entry (38%).” Here enters the intelligent document automation software that eliminates the need for manual documentation, enhancing efficiency and productivity.
You can get this automation software from iCustoms, a renowned UK customs declaration software vendor. Its customs-clearing software includes many features that simplify and verify declarations. The iCustoms program supports land, air, and sea trade. To create an innovative workplace, iCustoms provides customs systems and intelligent document automation.
In this blog, we’ll understand document automation and how iCustoms IDP (intelligent document processing) will make the proclamations smart and quick. Before that, we’ve also explained what and how IDP is used.
What is Intelligent Document Automation?
The process of producing, operating, and circulating electronic records using technology is known as intelligent document automation. Papers, including warrants, statements, invoices, and other firm documents, are created and processed automatically as part of this technique.
Document automation software often includes tools for devising templates and forms, gathering data, producing documents, and automating processes. Reduced human data input and errors may save time and improve accuracy for organisations.
In several sectors, including law, banking, healthcare, and government, document creation may be employed. Businesses may underestimate expenses related to manual document generation and maintenance, increase productivity, and simplify their document processes with its assistance.
What is IDP?
Intelligent Document Processing (IDP) is an advanced tool to read and extract data from documents. It extracts information using OCR (Optical Character Recognition) features. It is an advanced AI tool for reading, assembling, and analysing various documents.
Intelligent Document Processing (IDP) automates document processing functions by connecting machine learning (ML) with artificial intelligence (AI) algorithms. IDP obliges businesses by yanking data from unstructured documents like invoices, contracts, and purchase orders and structuring it for computer systems to handle conveniently.
IDP understands the content of documents using cutting-edge methods, including optical character recognition (OCR) and natural language processing (NLP). The system then pulls paramount data, like names, dates, and numbers, and maps them to applicable fields in the database of the organisations or in other software programs.
For more detailed knowledge, read the blog on Intelligent Document Processing to understand how one can use it.
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What is the reason for categorising IDP under Intelligent Document Automation?
Intelligent document processing automation uses an artificial intelligence tool to make it potent and smart to operate. Due to its accessible human understanding settings, it is adaptable according to one’s needs. It is becoming popular in multiple fields because of its savvy features.
IDP automates document processing, making it document production software. IDP automates data extraction from unstructured documents into computer-friendly structured data, going beyond ordinary document automation tools. Document workflow automation software creates and distributes documents.
IDP is a subset of document automation that specialises in automating document processing operations. IDP and document creation seek to increase productivity, accuracy, and efficiency by minimising human data input and removing mistakes.
On the other hand, IDP goes beyond conventional document automation by using AI and ML to automate data extraction from unstructured documents, a difficult operation requiring cutting-edge technology.
IDP is a more sophisticated solution that exclusively focuses on automating document processing processes using AI and ML, even though both IDP and document creation software have comparable aims and advantages.
Worried about errors in your customs documents leading to delays?
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How do importers and exporters make use of customs IDP?
Intelligent Document Processing (IDP) helps trade teams turn messy shipment paperwork into clean, structured data that can flow straight into their customs systems. It uses OCR plus AI/ML to classify documents, extract key fields, validate what was captured, and hand the results off to downstream tools for declarations.
What it handles well: commercial invoices, packing lists, bills of lading/air waybills, proofs of delivery, and compliance certificates, in multiple formats.
A practical workflow for traders
1. Ingest & classify
Drop emails, scans, PDFs, and spreadsheets from suppliers or forwarders. IDP automatically groups and labels document types for each shipment (invoice vs. packing list vs. B/L), so you’re not sorting by hand. iCustoms IDP classifies documents with iCheck.
2. Extract the important bits
The system pulls fields like shipper/consignee, invoice number and date, currency, Incoterms, line items (descriptions, quantities, units), weights, HS codes and totals.
3. Validate
IDP checks captured data against regulations and looks for missing or incorrect information. If any discrepancies are found, IDP flags it.
4. Populate your customs software
Clean data is pushed via API/EDI into declaration modules (e.g., for UK CDS), pre-filling entries so brokers or in-house teams only review exceptions. Submission still happens through your customs system; IDP’s role is to supply accurate data faster.
5. Data storage
iCustoms IDP has an iList feature that stores validated data for quicker and easier future submissions.
iCustoms Intelligent Document Automation (IDP)
iCustoms IDP is designed to tackle all the known and unknown errors that might occur in the customs declaration process. An assertive AI-based tool that saves time and provides 99% accurate and relevant information with minimal money. iCustoms document automation software is user-friendly and easy to manage.
An importer/exporter creates an account on the iCustoms user page and fills it with the required and accurate information. His task ends with submitting the documents he has for customs declaration submission. Once the documents are submitted, the iCustoms software sends them to IDP. OCR helps read the documents and then transfer them for further processing.
Information that is needed is predefined in the IDP’s software before processing. Once the readable data comes to IDP, it divides it into fragments. Each page is then further divided into structured, unstructured, and semi-structured information. Structured data is easy to obtain as it doesn’t require further clarification.
However, IDP is most beneficial for pulling information from unmanaged documents. It thoroughly reads and obtains the information that is needed for customs declarations. Once all the required data is gathered, an automated form is filled out, and then it is sent to HMRC for approval. It reduces time and effort because multiple declarations are submitted together, which is a great advantage to traders.
Conclusion
iCustoms software is fully systematised and equipped with all the advanced features necessary to support and handle all the tricky work on behalf of traders. Document automation has taken on a new pace since the invention of intelligent document processing.
iCustoms aims to provide hassle-free document management and customs declarations without any worry or stress. iCustoms Intelligent Document Processing Software makes it different from other customs software.
It lets you take the first step by submitting the documents and helps you reach the final step of submission. It is a one-stop solution to all your customs problems because it offers systemised and advanced AI tools to make customs trade fun and an experience to remember.
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About iCustoms
iCustoms is an all-in-one solution helping businesses automate customs processes more efficiently. With AI-powered and machine-learning capabilities, iCustoms is designed to streamline your all customs procedures in a few minutes, cut additional costs and save time.
Struggling to Extract, Catagorise & Validate Your Documents?
Capture & Upload Data in Seconds with AI & Machine Learning