Capture of Digital and Paper Documents

Use Artificial Intelligence to Capture Digital and Paper Documents, with no Data Entry

Capture Documents

For invoices, receipts, loan, identification, procurement, tax and other documents, SearchExpress can use artificial intelligence (AI) to automatically extract the data on the documents, with no AI training needed. SearchExpress can pass the data to your ERP system.

These document types include:
  • Invoices
  • Receipts
  • Contracts
  • Health Insurance Cards
  • Passports
  • Mortgage Statements
  • Covid Vaccination Forms
  • W9's
  • W2's
  • 1099's
  • 1040's
  • Utility Statements
  • Credit Card Slips
  • Pay Slips
  • Bank Statements
  • Driver's Licenses

You can also train your own forms.

Capture and Index Emails

  • You can import emailed documents using your browser.
  • You can capture and index emails from Outlook, Gmail, Office 365 and other sources.
  • SearchExpress can use AI to capture data such as invoice number, date, and vendor name on invoices or other documents attached to the email.
  • Emailed documents can be automatically routed based on the From email address.

Scanning Features

  • For paper invoices, receipts, loan, identification, and tax documents, SearchExpress can use AI to automatically extract the data on the documents, with no training needed. SearchExpress can pass the data to your ERP system.
  • Put hundreds of pages in the scanner, and SearchExpress can separate the pages into documents, using artificial intelligence.
  • Or, instead, you can use barcodes for document delimiters.
  • Add new pages (append images) to existing documents.
  • You can stamp a date or any index data field or stamp a sequential number (bates stamp) on each page scanned or imported.

Annotate, Stamp and Redact Documents

  • You can annotate (make notes on) documents.
  • Speech Recognition lets you annotate documents using speech, instead of typing, which can be particularly handy when searching from a mobile device.
  • You can redact documents.
  • Stamp Footer on Word and Excel files lets you write fields, such as "Checked in by", "Approved by", "Page Number" and "Uncontrolled when printed" to the footer of Office files.
  • SearchExpress can import .CSV data files and related PDF or Text files.
  • This lets you easily import your COLD files or other documents in which the related data fields are in a CSV file.

Smartphone Scanning App

  • Use smartphone app to take photos such as of receipts and invoices and send them along with user-entered data to a SearchExpress database.


  • Automatically separate documents by using barcodes as document delimiters.
  • Use up to eight barcodes as index fields to describe and help retrieve the document.
  • You can use barcodes in a hierarchical fashion. For example, you could scan a barcode encoding a client number once, and scan a bunch of different documents for that client, putting in perhaps a document-type barcode for each document, without repeating the client (upper level) barcode.


  • Optical Character Recognition (OCR) lets you find documents by content, that is, by words or phrases in the documents.
  • Full-page OCR will OCR each word on the page.
  • Artificial Intelligence can automatically recognize different form types and automatically capture the data on the forms, via zone OCR, with no manual data entry.
  • Rubber Band OCR let you highlight words on the image and copy them into index data fields.

Integration with other Applications

  • Database Synchronization will synchronize data in SearchExpress with your ERP (accounting), CRM (customer management) or other systems.
  • For example, after you capture your A/P invoices, when you later pay the invoice, Synchronization could update SearchExpress with the Date Paid and Check Number, by reading this data from your A/P database and writing this data to the SearchExpress database.
  • Search directly from any software application. If you are in your customer management software, accounts payable, or email, just highlight a word or phrase, and press a function key to perform a search and display the documents containing the search phrase.
  • When indexing, speed data entry by looking up information from your business-critical applications. For example, enter a Customer Number and use the Lookup button to fill in the customer name and address, from any SQL or ODBC-compliant database.
  • SearchExpress can upload invoice data and images to Quickbooks Online and read vendor names, G/L codes, check numbers and dates from Quickbooks Online.


  • You can use SearchExpress to easily and quickly design eForms, such as patient and student registration forms.
  • The customer or employee selects the eForm from a list of eForms on your Internet or intranet site, or you can email the eForm to the user.
  • You can send a group of eForms in an envelope, e.g., all the eForms a new employee needs to complete.
  • The user can sign their wet signature on the eForm by using their finger on a touch sensitive PC screen or smartphone. You can have multiple signatures on one eForm, and these signatures can be signed at different times by different people.
  • The user can attach a photo or drivers license or other file to the eForm.
  • Completed eForms are saved to the SearchExpress document database, and can be searched by content.
  • SearchExpress can also write the form data to your HR or ERP systems or other applications, via an ODBC call, or CSV file.

Hardware and Operating Systems

SearchExpress is designed for Windows and smartphones.

You use your browser or smartphone app for many features, such as search and workflow.

You can choose either on-premises software, or a Cloud version of SearchExpress.


See how SearchExpress can save you time and money. Contact us now for a personalized demo.

We guarantee your satisfaction. We always offer SearchExpress with a 30 day money-back guarantee.


For document management system search features, click here.

For business process automation (workflow) features, click here.

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