8 best OCR software for your business in 2025

Introduction

In their race to implement automation technologies for document-processing operations, businesses often fail to understand the underlying criteria to choose the best OCR software.

With a market growth projected to reach about $17 billion in 2025, companies of any size and industry are adopting optical character recognition (OCR) technologies to attain fast, error-free document manipulation and keep up with the competitors pace.

Yet, as choosing software is a matter of matching custom needs, finding the right balance between price, ease of use and flexibility is  

For this, we have analyzed some of the best OCR software solutions, differentiating them by price, customer reviews and core functions. 

Table of content

• What is optical character recognition?
• Best OCR software at a glance
• 8 best OCR software solutions: in-depth comparison
  
  • Procys
  • Adobe Acrobat Pro DC
  • Adobe Scan
  • Microsoft OneNote OCR
  • Microsoft Business Central OCR
  • Google Cloud Vision API
  • Chronoscan
  • Tickelia
• Choosing the best OCR software by industry
• Conclusion

What is optical character recognition?

OCR (Optical Character Recognition) technology to identify, extract and convert data from different types of documents, with the goal of making it machine-readable. 

In fact, a capable software is capable of extracting text from PDFs, images and even handwriting from scanned papers by analyzing the shapes of letters, numbers, and symbols.

This way, users can edit, search, and store text in a structured format, making a whole lot of operations like invoicing, sensitive document validations, and payment approvals more accessible, flexible, and fast.

What do businesses gain from top OCR tools?

Here are some key applications for common business operations, 

Invoice processing workflows

For accounts payable and finance teams looking to accelerate up to 6x their invoice processing, including automating the entire payment cycle, from capturing the correct file to reconciliation.

Common time-consuming tasks related to invoice management solvable by OCR are selecting and validating the correct vendors, identifying timelines and approval cycles to process error-free payments and clustering documents by certain criteria (like vendor type, amount cap or payment date). 

Data extraction and data entry

OCR is a critical component when it comes to extracting and transferring certain data to other file formats (like spreadsheets) or other systems (like ERPs and CRMs).

The mantra here is flexible accuracy: to ensure a reliable lift-off of the manual keying, the best OCR software must be precise but capable of connecting with other tools in a nimble way. 

The core value teams can get from this is raw, cumulative earning of time to spend on more valuable tasks.

Receipt issuance and management

Talking about tasks that make people waste time, the most frustrating ones are the simple ones.

Accounting and finance teams spend hours every month finding the correct data to issue a receipt, as well as retrieving that same receipt.

Thus, core applications here are about document detection (pulling the correct receipt from a database, an ERP, or even from an email), data field identification (automatically understanding which field means what), data extraction (pulling out precise numbers), up to actual payments or email-forwarding.

Integration for other document-related operations

Other core operations often relate to cross-department activities, such as the retrieval of the right document for customer service agents, validating KYC flows for administration teams, and scanning client contracts for sales representatives.

The best ocr recognition software makes these and other functions possible by connecting efficiently to existing tools, so that the organization doesn’t have to dismantle its current tech stack.

Because of this, offering transparent, flexible and secure Application Programming Interfaces (APIs) is often the critical decision maker by which companies judge and choose their best ocr tool.

Best OCR software at a glance

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OCR software provides several advantages for businesses:

• Time savings – Automates manual data entry and document processing.
• Increased accuracy – Reduces human errors in data extraction.
• Improved productivity – Frees employees to focus on higher-value tasks.
• Seamless integrations – Connects with accounting software, ERPs, and CRMs.
• Compliance and security – Ensures accurate records for audits and regulatory requirements.

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We crafted this list leveraging the knowledge of software engineers, IT experts, and accounting managers with decades of experience. This software evaluation takes into consideration both technical characteristics and customer reviews, keeping in mind the best interest of industries where document processing is critical. Our research does not aim to discredit any of the mentioned software providers. 

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8 best OCR software solutions: in-depth comparison

1 – Procys

Procys is a comprehensive automation platform that uses AI and Machine Learning (ML) to read, extract and convert data from any type of document.

Users consider it one of the best OCR recognition software for critical tasks, including accounts payable management, invoice and receipt scanning, and data entry, making it the central point of control to accelerate document processing and minimize manual tasks.

Procys integrates with a plethora of ERPs, accounting and automation tools, and CRMs.

Key features

• AI-powered OCR with extreme accuracy
• Automated document processing 
• Integrates with almost any software via its flexible APIs
• Enterprise-grade security certifications, respecting ISO, GDPR and AICPA SOC regulations

Pricing

Procys plans start at € 9,99/month, with a free account to try its core functions, up to enterprise-level custom functions.

Start accelerating your work 6x for free.

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Pros

• AI and Machine Learning (ML)-based OCR to achieve higher accuracy in extracting text from invoices, receipts, and financial documents
• Continuous learning from the usage, ensuring better recognition over time and reducing manual corrections 
• Seamless integration with a wide array of ERps, CRMs, and accounting softwares
• Multi-Language and multi-currency support
• Cloud-based and API-first approach

Cons

• Personalized sign-up process which makes the onboarding a bit longer

2 – Adobe Acrobat Pro DC

Adobe Acrobat Pro DC is a widely used OCR tool that offers document conversion, editing, and text recognition within PDFs.

Key features:

• Complete OCR engine as part of its renowned design software
• Converts scanned documents into searchable text
• Integrates with Adobe Cloud and other software
• Advanced PDF editing tools

Pricing

From $12.99/month to $19.99/month, but price varies with country (various Adobe subscriptions may include Acrobat Pro DC or Adobe Scan).

Pros

• Comprehensive PDF editing and creation tools
• Advanced OCR capabilities for converting scanned documents into editable text
• It blends seamlessly with several functions of the Adobe Suite

Cons

• Higher cost compared to many competitors.
• Requires an Adobe subscription
• PDF editing interface is sometimes seen as complex
• Some users report a steep learning curve for advanced features
• Resource-intensive in terms of hardware needs, which may affect performance on older systems‍

3 – Adobe Scan

Adobe Scan is the proprietary, simplified OCR app of the Adobe suite, perfect for quick, mobile-friendly OCR operations and document conversion. 

Key Features

• AI-powered text recognition (OCR) for capturing documents like receipts, whiteboards, and business cards
• Document enhancement fetaure
• Integration with Adobe Acrobat and Adobe Document Cloud
• Export options to PDF, Word, and other formats
• Free with limited features; premium features require a subscription

Pricing

Free, but requires a premium Adobe subscription for advanced features.

Pros

• User-friendly mobile app for scanning documents on the go
• Automatic text recognition (OCR) with high accuracy
• Integration with Adobe Document Cloud for easy access and sharing

Cons

• Limited editing capabilities compared to desktop applications
• Requires an Adobe account for full functionality
• Some users report occasional issues with image quality in low-light conditions

4 – Microsoft OneNote OCR

Microsoft OneNote includes a built-in OCR feature that allows users to extract text from images and handwritten notes.

Key features

• Free OCR capabilities within OneNote
• Note-taking features
• Works both as desktop app and as online, cloud-based tool

Pricing

Free with the Microsoft 365 suite or the Microsoft account.

Pros

• Simple and user-friendly
• Integrated into the Microsoft Office suite
• Supports OCR for extracting text from images and handwritten notes
• Syncs across devices for seamless access

Cons

• Basic OCR capabilities, which makes it difficult to scale up
• Clunky batch processing
• OCR functionality may struggle with complex layouts
• Some users find the interface less intuitive compared to other note-taking apps
• Limited export options for OCR-extracted text

5 – Microsoft Business Central OCR (powered by AI Builder)

A robust OCR solution for users of the Microsoft Suite or of Microsoft Business Central itself; it’s  perfect to integrate with more customizable automated document processing tools that use AI to accelerate operational workflows.

Key features

• Native integration with Microsoft Dynamics and Power Automate
• AI-enhanced OCR capabilities
• Automated invoice and document processing

Pricing

Custom pricing through Microsoft 365 plans (generally mid-high tiers)

Pros

• Seamlessly integrates with other Microsoft Dynamics 365 applications
• Automates data extraction from invoices and receipts
• Customizable workflows to fit specific business processes

Cons

• Requires Microsoft ecosystem adoption
• Setup and configuration can be complex
• Some users report a need for more comprehensive training resources

6 – ChronoScan

ChronoScan is a high-tier document processing and OCR software designed for wide document digitization and automation processes.

Key features

• Batch scanning and OCR
• Data extraction and automated workflow capabilities
• Barcode recognition and indexing
• On-premise and cloud deployment options

Pricing

Licenses start at € 245 up to € 1169; plug-ins and other services require additional purchases.

Pros

• Specializes in document scanning and data capture
• Offers automation features for batch processing
• Customizable to fit various business needs

Cons

• User interface may appear outdated
• Learning curve for new users due to extensive features
• Limited integration options with other software
• High price point
• Complex UI for beginners

7 – Google Cloud Vision API

Google Cloud Vision API is a machine learning-powered image recognition service that provides OCR, label detection, face detection, object recognition, and more. It allows developers to integrate image analysis capabilities into their applications and workflows.

Key Features:

• Advanced OCR for printed and handwritten text recognition
• Supports multiple languages and image formats
• Image and face detection, landmark recognition, and object classification
• Scalable with pay-as-you-go pricing
• Requires API integration (not a standalone application)

Pricing

Custom pricing, pay-as-you-go model.

Pros

• Powerful image analysis capabilities, including text detection and OCR
• Supports a wide range of languages
• Scalable with flexible pricing based on usage

Cons

• Needs an attentive evaluation of the usage, as the pay-as-you-go might result into high costs for scaled operations 
• Focused primarily on invoices and paper document recognition
• Requires API integration and developer knowledge for medium to advanced use cases
• Costs can accumulate with high-volume usage.

8 – Tickelia

Tickelia focuses on expense management, automating the capture, approval, and reimbursement of business expenses. It includes a mobile application for receipt scanning and integrates with various accounting systems.

Key Features:

• Mobile receipt scanning with OCR for automatic data extraction
• Expense approval workflows and policy compliance automation
• Integration with other ERPs
• Mileage tracking for business travel expense reports
• Multi-currency support and real-time reporting

Pricing

Quotation-based; it covers both low-tier and high-tier pricing options.

Pros

• Streamlines expense management and reporting
• Mobile app allows for receipt scanning and submission on the go
• Integrates with various accounting and ERP systems

Cons

• UI might look outdated
• Limited cloud storage integration
• Some users report occasional issues with receipt recognition accuracy
• Limited features in the basic plan
• Customer support response times can vary

Choosing the best OCR software by industry

When selecting an OCR solution, we can consider these general factors:

• Accuracy – look for AI-powered OCR with high recognition rates
• Integration – ensure compatibility with your accounting, ERP, or CRM system
• Scalability and pricing – choose a solution that grows with your business needs without breaking the budget
• Security – Prioritize tools that offer compliance with GDPR, AICPA and ISO regulations

Nonetheless, businesses are in desperate need of software that adapts to the peculiarities of their organizations and of their industry. 

In fact, the best OCR recognition software is as nimble as the niche requires it to be: considering some of the industries that most use this technology, here are how businesses use it when document-heavy operations exist.

Fintech and financial services

One of the most critical industries when it comes to document processing: for finance teams and fintech businesses, security and data protection are constant top of minds, while the need to optimize the management of high volumes of documents (invoices, bank statements, and compliance reports) is impellent.

The financial sector relies on OCR for:

• Automated Accounts Payable (AP) and Accounts Receivable (AR) processes
• Streamlined compliance reporting, document verification (including KYC), and fraud detection
• Integrations with banking and ERP systems for financial document management

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Tax Agencies and accounting

Another critical industry where manually inputting data from receipts, invoices, and tax forms is both time-consuming and error-prone. 

Accounting professionals seek ways to improve the speed and precision for compliance with tax regulations, tax return processing, and bookkeeping automation, among other tasks.

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Tax agencies rely on OCR to:

• Extract data from invoices, tax forms, and financial statements.
• Reduce manual bookkeeping work and improve tax filing efficiency.
• Enhance compliance with regulatory standards.

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Travel agencies

Travel agencies and Online travel agencies (OTA) process a large number of booking confirmations, invoices, expense receipts, and travel documents daily. 

Having to deal with both end players (service providers, like airlines and hotels, and the clients themselves), agency managers need help to process tedious document operations, with no errors – as, for instance, mistakes in airline-related document processing lead to notorious fees like ADM charges. 

Travel agencies rely on OCR to:

• Automate some parts of the booking management
• Track and forward travel expenses
• Reading Tand synching ticket details from emails

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Restaurants

Restaurants process hundreds of documents from food suppliers, beverage vendors, and equipment providers, including invoices, contracts and receipts.

Restaurants rely on OCR to:

• Automate invoice scanning
• Track inventory-related documents
• Manage POS payments and receipts
• Digitize menu items and QR-based orders

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Conclusion

To stay competitive, using the best OCR software for your business needs is not an if but a which one, even when document processing doesn’t amount to enormous volumes.

Procys stands out for being an all-in-one solution with powerful, customizable automation functions and integrations. You can try it for free here.