What is meant by Document entry?

The term "document capture" refers to the process of digitally recording, managing, and processing paper-based or electronic documents such as invoices, receipts, delivery notes, or cash register slips. The objective is to structurally integrate these documents into business processes—particularly accounting, controlling, or inventory management—thereby reducing manual data entry, improving data accuracy, and accelerating workflows.

Typical software functions in the area of "document capture":

Document Scanning & Import: Capturing paper documents via scanner or importing digital files (e.g., PDFs, email attachments).
Optical Character Recognition (OCR): Automatically extracting key information (e.g., invoice number, amounts, vendor data) using text recognition.
Document Classification: Automatically identifying and categorizing the type of document (e.g., incoming invoice, outgoing invoice, credit note).
Data Validation & Plausibility Checks: Matching extracted data with master records and checking for accuracy or duplicate entries.
Approval & Review Workflows: Mapping approval processes, such as invoice review and authorization by responsible persons or departments.
ERP or Accounting System Integration: Automatically exporting captured document data into downstream systems.
Archiving & Audit-Proof Storage: Long-term and legally compliant electronic storage of documents.
Document Search & Filtering: Quick retrieval of documents using search terms, time periods, amounts, or vendor names.

Examples of "document capture":

A trading company digitizes daily incoming supplier invoices and automatically transfers the extracted data to the accounting system.
An employee uses a mobile app to photograph a hospitality receipt, which is captured via OCR and forwarded to expense management.
An accounting department uses a workflow to review and approve incoming invoices by the responsible cost center manager.
A logistics company scans delivery notes at goods receipt and automatically links them to corresponding purchase orders in the ERP system.
A tax advisor searches the digital archive for a document using the invoice number and vendor name.