Document Capture

Save Time and Get Better Results with AI Acceleration

Transform Your Document Workflows with AI

Improvements in document capture and management stopped decades ago.

But with Grooper’s AI, organizations are digitally transforming workflows and can seamlessly manage documents and integrate them into any CMS or business software. Our capture solutions are driving innovations in all industries

Easily Scan & Manage Documents

Scan, save and share documents like jpg, PDF, tiﬀ, etc. Grooper’s browser-based scanning supports all modern web browsers. Share scanner profiles among all users.

Enhance Document Images

Image cleanup can be performed during scanning without any third- party add-ons, or at any time in the workflow. Grooper features over 60 image cleanup commands, such as:

Thresholding

Converting a document from color to black and white improves capture results.

AI Extract Fill Method

This color adjustment improves data capture by making white areas of documents even whiter and the text darker.

Correct Skew

Automatically straighten any skewed document images

With Grooper, you won’t need to re-scan using diﬀerent scanner settings to get a better image. Built-in image clean-up algorithms automatically correct common defects introduced during scanning.

Permanent and Temporary Document Image Profiles

You can make permanent changes to the image. This includes rotating, de-skewing, cropping, adjusting gamma, etc.

Or you can make temporary changes like removing lines, boxes, stamps, etc. The better you can make the text look here, the better your OCR results, which gives you better data extraction.

Explore Compatible Scanners and Products

Connect to more than 400 scanners using ISIS or TWAIN drivers.

Grooper will clean up your images for beautiful scans. Do you have a fleet of diﬀerent types of scanners? Simply apply document scanning software features based on the model of scanner.

Quickly Review Any Problem Document Images

Grooper Rapid Image Review interface groups document images together by height, width, intensity, and aspect ratio. This groups images with similar defects so you can quickly correct issues without looking at every image.

Get Optimum Document Capture with Grooper

Get Our Document Capture Case Study

Learn how an important non-profit organization used Grooper’s AI document capture to rapidly capture documents with print and messy handwriting. See how they used this solution to ensure that people in Michigan could continue to get fresh fruits and vegetables in times of need.

Get the case study today!

Document Capture Frequently Asked Questions

What is document capture software?

Document capture software is a technology that automates the process of scanning paper documents or importing electronic documents to recognize and capture important data. Document capture software can extract data oﬀ virtually every format of document, including highly structured, semi-structured and unstructured documents.

After data recognition and capture, the documents are classified and stored in a central repository (like a document management system), and data is validated and injected into databases or downstream business systems.

The scanned paper is converted to a digital document, and can exist in any number of image file formats, such as JPG, TIFF, PDF, BMP, etc. Metadata can be extracted out of documents that can help users to search and find the correct document in management systems.

Sometimes also known as document processing, capture heavily relies on optical character recognition (OCR) and document imaging technologies.

What are the latest advancements in document capture software?

The latest advancements in document capture software are driven by artificial intelligence (AI), large language models (LLMs), and intelligent automation. Modern platforms like Grooper have evolved beyond traditional OCR to deliver context-aware document understanding, automated workflows, and highly accurate data extraction.

Key advancements include:

AI-powered data extraction (beyond OCR):
Today’s systems don’t just read text—they understand it. By combining OCR, machine learning, and natural language processing (NLP), modern software can classify documents, interpret meaning, and extract structured data from unstructured content with high accuracy.
End-to-end document processing automation:
Advanced platforms can automatically scan or import documents, enhance image quality, recognize print and handwriting, separate batches, classify document types, extract key data, validate results, and export to business systems—reducing or eliminating manual data entry.
Large Language Model (LLM) integration:
LLMs enable human-like comprehension and flexible extraction, allowing users to “chat with documents,” automate complex decisions, and capture data without rigid templates or predefined rules.
AI-driven table and complex data extraction:
Tools like AI-powered table readers can extract structured data from inconsistent or ambiguous layouts, even when tables are embedded in paragraphs or vary across documents.
Unstructured document understanding:
Modern AI extractors can process highly variable documents—such as invoices, EOBs, and reports—by identifying patterns, repeated data, and transactions without relying on fixed layouts.
Hyperautomation and workflow integration:
Document capture is now part of broader automation ecosystems, integrating with RPA, databases, and enterprise systems to trigger downstream actions, validate data, and streamline end-to-end processes.
AI assistants and intelligent search:
New capabilities include AI assistants and search tools that allow users to query documents conversationally, connect document data to other systems, and gain insights instantly.
Cloud-based, scalable, and low-code deployment:
Modern solutions are fully web-based and easier to configure, enabling faster deployment, scalability, and access for both technical and non-technical users.

In short: The newest document capture software goes far beyond digitizing paper. It transforms documents into accurate, actionable business data—automatically understanding content, improving over time, and driving faster, smarter decisions with minimal manual effort.

How does document capture software work?

1) Ingest / Import: Paper documents are imported through scanning and electronic documents (like PDFs with electronic text) are directly imported to the software.

2) Prepare and Extract: There is much that happens in this phase, which begins with image processing. It cleans up and transforms scanned document images into formats that are easily readable by the software. After improving image quality and preparing images for extraction, at least one pass of optical character recognition (OCR) is performed. If the recognition results are poor, the OCR can be corrected and more passes of OCR ran on the document.

3) Separate: Document capture software (like Grooper) then notices where multi-page or single-page documents end and begin and separates them accordingly. Then, by leveraging machine learning algorithms, it classifies them by document type or on another standard requested by the user.

4) Extract: In this phase, the software recognizes and collects meaningful data from many sources and diﬀerent document layouts, like structured and unstructured. Document capture also uses tools like barcode recognition, intelligent character recognition for handwriting, and optical mark recognition for checkmarks. It can then digitize this data for importing into databases.

5) Validation and Exporting: Prior to exporting the extracted data to databases like enterprise content management (ECM) solutions, the data should be validated for accuracy. Many capture software oﬀer tools for verifying data like mathematical validation tools. When data discrepancies or errors are found, review queues are available for human approval and editing.

How does Grooper Document Capture compare to other document scanning software?

Grooper Document Capture stands out from other document scanning software by combining advanced OCR, AI-driven data extraction, and end-to-end workflow automation in a single platform. While many solutions specialize in one area—such as OCR, invoice automation, or RPA—Grooper delivers a more flexible and complete approach to intelligent document processing.

Key differences include:

More than OCR: Traditional scanning software focuses on converting images into text or PDFs. Grooper goes further by understanding document content, classifying files, and extracting structured data from both simple and complex documents.
Greater flexibility than AI-only tools: Some platforms rely entirely on AI models. Grooper combines rules-based extraction, machine learning, and large language models (LLMs), allowing it to adapt to a wider range of document types and changing layouts.
Broader capability across document types: Many tools focus on specific use cases like invoices or forms. Grooper can process structured, semi-structured, and highly unstructured documents, including handwritten and low-quality inputs.
Built-in end-to-end automation: Grooper can scan or import, enhance images, separate documents, classify, extract data, validate results, and export to downstream systems—reducing or eliminating manual data entry.
Proven performance at scale: In real-world deployments, Grooper has helped organizations process tens of millions of pages, reduce indexing time by up to 70%, and cut manual data entry on handwritten documents by more than 75%.
Enterprise-level customization and integration: Grooper supports browser-based scanning, shared scanner profiles, and integration with hundreds of scanners and business systems, enabling flexible deployment without heavy desktop dependencies.

In short: Most document scanning software digitizes documents. Grooper goes further—transforming documents into accurate, usable business data and fully automated workflows, even at high volumes and complexity.

What are the benefits of document capture?

There are many benefits of using a document capture software combined with a content management system. The advantages or benefits extend to the overall organization and the individual employee. The ways they improve a business include:

Faster, Streamlined Processes:

Any workflow that depends on document data will move along much faster and more smoothly with automation from capture software. Manual data entry is virtually eliminated, which means that slow, methodical work is eliminated. Downstream workflows are sped up and collaboration is simplified.

Improved Decision Making:

Though the main reason that organizations choose document capture software is for

ending manual data entry, they also find that they can make better, wiser corporate decisions. By giving a department or entire company more data, more accurate data, and many days faster, they can find ways to save money or increase profits.

For example, land departments in oil and gas companies can find which land leases have the most risk and can choose not to purchase those leases.

Improved Customer Service:

Facilitating back-oﬃce business processes faster translates to data available faster for everyone, customers included. This can be true regardless of the industry, from financial services to healthcare and insurance. Government entities can make public information easier and faster to access as well.

In addition, leveraging a GPT (like ChatGPT) with extracted data from a capture software can help a company find customer sentiment through surveys. Negative customer sentiment can be addressed immediately, and positive sentiment can be leveraged by marketing departments.

Reduced Costs:

With document capture software, work that required an entire day can now be completed in 10 minutes. This time savings through automated workflows means products are delivered faster, employees are freed up to work on higher-value tasks, and better corporate decisions are made. All this translates into drastically less costs.

Improved Security:

Document capture software increase data security by enabling full document control, storage in a central repository, knowledge of a document’s metadata, and the ability to look inside other data silos. This also improves compliance.

How does thin client scanning work?

Thin client scanning is diﬀerent from traditional PC-based scanning. Instead of using a large application installed locally on a PC, thin client scanning utilizes a PC’s web browser for scanning.

This greatly simplifies the deployment of document capture applications.

Can AI document capture tools accurately read handwriting, signatures, and low-res faxes?

Yes—modern AI document capture can accurately read handwriting, signatures, and low‑resolution faxes, but accuracy depends on the technology used. Platforms like Grooper combine advanced OCR, machine learning, and large language models (LLMs) to handle these difficult document types far better than traditional OCR.

Here’s how it works in practice:

Handwriting recognition: AI-powered systems can interpret handwritten text with high accuracy by analyzing patterns and context—not just individual characters. In real-world use, Grooper has enabled organizations to reduce manual data entry in contracts by over 80% and cut processing time from 8 minutes to 2 minutes per document, demonstrating production-ready handwriting extraction.
Signatures and mixed content: AI can identify and extract signatures, handwritten fields, and printed text on the same document by using layout understanding and contextual analysis, rather than relying on fixed templates.
Low-resolution faxes and poor-quality scans: Unlike basic OCR, AI-driven capture uses image enhancement, noise reduction, and contextual reasoning to interpret blurry, skewed, or degraded documents. This allows it to extract meaningful data even when text is partially unclear.
Proven results at scale: In programs processing handwritten vouchers and forms, Grooper has helped organizations increase throughput more than 10× while reducing staffing needs, showing that AI capture works reliably even with large volumes of handwritten and imperfect documents.

In short: Yes—AI document capture can accurately read handwriting, signatures, and low-quality faxes. With platforms like Grooper, it not only reads them, but turns them into structured, validated data for automated workflows, even at enterprise scale.