How to Eliminate Manual Data Entry with Document Management Software

How to Eliminate Manual Data Entry with Document Management Software

Written by Ana Canteli on 22 August 2025

In business processes ranging from accounts payable to customer onboarding, manual data entry has always been a major obstacle. It is slow, costly, and prone to errors when typing information from paper or PDFs into systems. Fortunately, a document management system like OpenKM can help you optimize document handling and stop relying on manual data entry.

The Challenge of Manual Data Entry

Manual processes have major disadvantages:

• Errors: Human mistakes can lead to duplicate payments or potential compliance violations. Even a tiny error rate affects accuracy and financial results.
• Delays: Invoices left unprocessed for weeks result in wasted time and money.
• Costs: Administrative work is expensive, and fixing errors also incurs additional costs.
• Compliance Risks: With paper documents, it is difficult to protect information, enforce access controls, and maintain a secure audit trail.

It is clear that businesses need to eliminate the bottlenecks of manual data entry.

What Is a Document Management System?

Document management software helps manage documents in a simpler, more systematic, and automated way. Unlike shared drives, a document management platform like OpenKM offers:

• Document digitization through scanning/OCR.
• A document repository with versioning and metadata.
• Access control to sensitive information.
• Audit trails to comply with regulations.
• Workflow automation, avoiding manual approvals or email routing.

In other words, a document management system helps save paper, money, and work more efficiently.

Benefits of Eliminating Manual Data Entry with OpenKM

OpenKM document management software offers:

• Greater accuracy: Fewer human errors thanks to automation.
• More efficiency: Faster processes and time savings for employees.
• Cost savings: Reduced administrative labor and fewer correction costs.
• Better compliance: Automated approvals and audit logs.
• Data security: Stronger access control and protection of sensitive information.
• Visibility and control: Managers gain access to metrics and processes.
• Disaster recovery: Electronic archives ensure business continuity.

Workflow Automation with OpenKM

OpenKM includes a native workflow engine that automates data capture and approval.

For example, in invoice management, the platform can extract data from an invoice, send it to the appropriate approver, and notify accounting once the invoice is processed. Staff no longer need to re-enter information: the system does it automatically.

These automated workflows:

• Speed up approvals.
• Minimize the risk of errors.
• Provide visibility and an audit trail for compliance issues.

OpenKM Automatisms: What They Are and How They Differ from Workflows

Automatisms in OpenKM are a separate feature from the workflow engine. They are event-based automation rules that perform automatic actions without human intervention. Essentially, when a specific event occurs (e.g., the creation or update of a document), the system evaluates predefined conditions and, if met, executes one or more actions on that element. For example, automatisms can move a newly added document to a specific folder, assign metadata or keywords, change its security permissions, or convert it to PDF—all immediately after the event occurs. Thanks to this capability, repetitive manual tasks are reduced, human error decreases, and business logic in document management is streamlined.

Both automatisms and workflows aim to automate processes and improve efficiency in document management. OpenKM includes both rule-based automation (automatisms) and an integrated workflow engine to cover different needs. In both cases, the goal is similar: reduce human intervention, speed up document processing, and ensure consistency in operations.

However, unlike a workflow, an automatism does not follow a sequence of multiple steps nor require human involvement to complete. Workflows (implemented with OKMFlow) allow designing structured processes with multiple stages, task assignments to specific users, notifications, and decision or approval points. For example, an accounts payable workflow may include steps like invoice review by an analyst, approval by a manager, and accounting entry, with each stage assigned to different people. In contrast, an automatism acts instantly and event-triggered, executing predefined actions immediately. Put differently, workflows manage complex, collaborative processes, while automatisms handle isolated automatic tasks (but very useful for removing daily repetitive work).

Both functionalities complement each other: for instance, an automatism can be set up to trigger a workflow when a document arrives, or vice versa, a workflow step can activate certain automatic rules. Together, OpenKM combines automatisms and workflows to provide comprehensive automation for both simple tasks and complete business processes.

OCR and AI for Data Extraction

One of the heaviest manual burdens is typing data from invoices or forms. OpenKM solves this with OCR technology and an AI assistant.

• OCR reads scanned or PDF documents.
• AI enables intelligent processing and accurate extraction of data (invoice number, date, amount, etc.).
• Documents are automatically classified, reducing errors.

Accounts payable staff no longer enter data manually: OpenKM does it. That is true automated data entry.

Integration of OpenKM with ERP, CRM, and More

Another great advantage of OpenKM is its integration with other business applications: ERPs, CRMs, and databases.

Thus, information is not entered twice. OpenKM’s API allows captured data to be sent directly to the accounting environment or CRM.

For example, when processing an invoice in OpenKM, all data can be exported to the ERP without retyping. This reduces human error, improves data accuracy, and ensures business continuity.

Case Study: Accounts Payable Automation

A mid-sized company could not keep up with the burden of manually entering hundreds of invoices. Clerks typed details into spreadsheets and sent them by email for approval. The result: delays, mistakes, and rising costs.

With OpenKM:

1. Invoices were scanned.
2. OCR and AI identified key fields.
3. An approval workflow routed invoices to the right managers.
4. Once approved, the data synchronized automatically with the ERP.
5. Everything was recorded with an audit log to meet regulatory requirements.

The result: faster processing, fewer errors, and reduced workload for finance teams. What once took weeks was now resolved in hours.

Case Study: Customer Service Complaint Management

A company struggled with its post-sales service: complaints arrived through different channels (email, phone, forms), information was lost, and customers received delayed or incomplete responses. The result: dissatisfaction, poor traceability, and difficulties meeting response times.

With OpenKM:

1. A unified 24/7 portal was created to collect complaints.
2. Each request was automatically registered in the repository with a tracking number and metadata.
3. The system immediately notified the responsible agent according to predefined rules.
4. All customer messages and documents were centralized in their file.
5. Workflows and alerts allowed urgent cases to be prioritized and unresolved incidents to be escalated.

The result: no complaint went unattended, response times improved significantly, and agents worked with complete customer information. This translated into greater customer satisfaction, more productive employees, and fully traceable service.

OpenKM Features That Make Manual Data Entry Obsolete

Conclusion

The days of filling out forms by hand are coming to an end. With automation tools, OCR data extraction, AI assistance, and integration offered by OpenKM, businesses can eliminate manual data entry, streamline document processing, and ensure regulatory compliance.

Whether in accounts payable, HR, or general administration, OpenKM helps save time and money while protecting sensitive information. With modern electronic document management solutions, organizations gain speed, reliability, and peace of mind.

It is time to leave paper-based processes and error-prone manual data entry behind.
Discover how OpenKM can help you save time, reduce costs, and increase accuracy in every process. Request a free demo today