Choosing the best data capture software is critical. Businesses handle growing volumes of invoices, forms, PDFs, and unstructured emails, and the right tool can remove hours of manual work each week.

But with so many options on the market, it can be difficult to know where to start.

To make that decision easier, we’ve selected 10 of the best data capture software solutions of 2026 for you to consider based on accuracy, automation features, integrations, and overall value.

What is a data capture software solution?

Data capture software automates the extraction of information from documents, emails, PDFs, images, and other unstructured content. Instead of manually typing data into your accounting system, customer relationship management (CRM), or enterprise resource planning (ERP), data capture tools read and process the information for you.

Most modern platforms go beyond optical character recognition (OCR). They now use machine learning, natural language understanding, and validation rules to extract structured data with high accuracy.

The most popular data capture software includes many of the following common capabilities:

• OCR and intelligent document scanning
• Extraction of fields such as totals, dates, names, invoice numbers, and line items
• Classification of documents (invoice, receipt, contract, ID, etc.)
• Validation against business rules
• Integration with accounting, finance, and workflow tools
• Continuous learning from user corrections

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Industries that benefit from automated data capture software

While every company processes documents, some industries feel the pains of outdated processes more strongly:

• Accounting and finance: firms handle thousands of invoices, receipts, and bank statements. Automated capture reduces manual keying, prevents errors, and improves month-end closing speed.
• Retail and e-commerce: high purchase order volumes and supplier invoices make automation essential for accurate inventory and cost management.
• Hospitality, restaurants, and tourism: these sectors often work with low-digital suppliers who send PDFs and paper invoices. Data capture helps bring consistency to complex accounts payable workflows.
• Logistics and transportation: bills of lading, delivery notes, customs documents, and freight invoices are traditionally manual-heavy.
• Healthcare: patient documents, insurance forms, and medical records require accurate capture and compliance with strict data standards.
• Real estate and construction: contract documents, proposals, invoices, and compliance paperwork benefit greatly from structured extraction.

Benefits of using data capture software solutions

When implemented well, data capture software can deliver instant improvements across finance, operations, and compliance - here are some of the key benefits:

• Reduced manual work: Eliminate repetitive typing and copy-paste tasks. Teams can focus on analysis instead of data entry.
• Higher accuracy: Machine-learning models reduce human errors, especially in high-volume workflows.
• Faster approvals and processing: Documents move through workflows more quickly when data is extracted instantly.
• Better compliance and audit trails: Data lineage and consistent processing help organizations meet regulatory requirements.
• Lower operational costs: Automation reduces time spent on administration, enabling businesses to scale without increasing headcount.
• Centralized document management: Many tools store, index, and categorize documents, making them easier to search and retrieve.
• Real-time visibility: Finance teams gain immediate access to data for forecasting, reporting, and cash-flow management.

How to choose the right data capture software

Choosing the right tool becomes much easier when you know what to look for.

Here are the key considerations to guide your decision:

• Accuracy and learning capabilities: Look for software that learns continuously from your workflows, adapts to your document types, and works well even with poor-quality scans.
• Supported document types: Your tool should handle invoices, receipts, IDs, contracts, forms, and unstructured emails without requiring manual templates.
• Integration options: A good platform connects seamlessly with ERP, CRM, accounting tools, cloud storage, and email.
• Ease of use: Finance and administrative teams should be able to operate the system without technical knowledge.
• Pricing flexibility: Whether the tool charges per document, per page, or via enterprise-level packages, it’s best to choose a pricing structure that can be dialed up or down easily in line with your document needs.
• Security and compliance: Ensure the provider meets GDPR, SOC 2, or ISO 27001 standards if required in your region.
• Customer support: Look for fast onboarding and reliable support to get up and running quickly and minimize delays.

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The 10 best data capture software solutions for 2026

1. Procys

About: Intelligent document processing platform designed for automated data extraction, validation, and full AP/AR workflows.

Features:

• AI OCR
• Invoice, receipt, and document extraction
• Accounts Payable (AP) and Accounts Receivable (AR) automation
• Automated approvals
• Email ingestion
• Integration with ERPs, accounting tools, cloud storage, and CRMs
• Continuous learning

Pros: Fast setup, highly accurate extraction, strong automation for finance teams, user-friendly interface, credit-based flexible pricing.
Cons: Not yet focused on niche medical/legal document types.
Best for: companies of any size needing scalable AP/AR automation, accurate extraction, and easy integrations without technical setup.

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2. Kofax

About: Enterprise-grade automation suite with document capture, robotic process automation (RPA), and workflow orchestration.
Features:

• OCR
• Document classification
• Workflow automation
• Analytics
• Multi-channel capture

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Pros: Very robust for large enterprises, strong compliance, wide automation capabilities.
Cons: Complex to implement, high cost, requires IT involvement.
Best for: large organisations with advanced workflow requirements and existing RPA initiatives.

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3. ABBYY FlexiCapture

About: Powerful OCR and intelligent document capture tool known for accuracy and deep configurability.
Features:

• ML extraction
• Template and rule-based recognition
• Classification
• Export to enterprise systems

Pros: Excellent accuracy, highly customisable, strong document training capabilities.
Cons: Configuration requires technical expertise, slower onboarding for small teams.
Best for: enterprises with technical teams that need fully customised document capture pipelines.

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4. UiPath Document Understanding

About: Document processing engine within UiPath’s RPA ecosystem combining ML extraction with automation robots.
Features:

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• OCR
• AI-based extraction
• Human-in-the-loop validation
• Workflow orchestration

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Pros: Integrates seamlessly with UiPath RPA, highly scalable.
Cons: Steep learning curve, requires infrastructure and technical experience.
Best for: organisations already using UiPath robots who want end-to-end automation.

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5. Rossum

About: Cloud-based document processing tool with a focus on invoices and mid-sized business workflows.
Features:

• AI extraction
• Email processing
• Human review
• Collaboration features

Pros: Modern UI, strong on invoice workflows, good for mid-volume automation.
Cons: Less flexible for non-invoice documents, fewer advanced workflow capabilities.
Best for: companies wanting modern invoice capture without heavy technical configuration.

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6. Hyperscience

About: Intelligent automation platform using AI + human review to process structured and unstructured documents.
Features:

• OCR
• Classification
• Handwriting recognition
• Human-in-the-loop
• Flexible data pipelines

Pros: Strong for regulated industries, highly customisable, good for complex documents.
Cons: Long implementation times, premium enterprise pricing.
Best for: large enterprises with high compliance needs and complex, multi-format document workflows.

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7. DocuWare

About: Document management system with built-in capture and workflow automation features.
Features:

• OCR
• Indexing
• Workflow automation
• Cloud DMS
• Searchable archive

Pros: Good for centralising documents, easy retrieval, solid workflow capabilities.
Cons: Less advanced in AI/ML extraction compared to IDP leaders.
Best for: companies seeking document management plus basic-to-mid-level capture automation.

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8. Nanonets

About: AI-based OCR platform with ready-made document templates.
Features:

• OCR
• Invoice/receipt models
• Table extraction
• API access
• Workflow triggers

Pros: Easy to use, quick setup, flexible API for developers.
Cons: Limited customisation for complex formats, accuracy can vary with unstructured documents.
Best for: small-to-medium companies or developers wanting simple, fast OCR with easy API integration.

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9. Azure Document Intelligence (formerly Form Recognizer)

About: Microsoft’s cloud-based document processing service built for structured data extraction using AI/ML.
Features:

• OCR + AI extraction
• Table and form recognition
• Custom model training
• API access
• Integration with Azure services

Pros: Ideal for enterprises in Microsoft ecosystems, flexible and scalable, strong developer APIs.
Cons: Requires some technical know-how, may need custom model training for complex documents.
Best for: cloud-first companies using Azure that want scalable, developer-friendly document extraction.

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10. Adobe Acrobat Pro DC

About: Well-known PDF tool combining OCR, PDF editing, conversion, and collaboration.
Features:

• OCR
• Convert scans into editable PDFs/Word/Excel
• Batch processing
• PDF annotation
• Integrations with Adobe Document Cloud

Pros: Easy to use, great for editing and converting PDFs, familiar ecosystem for many users.
Cons: Not best suited for advanced automation or full accounts payable/receivable workflows, and subscription fees can be high.
Best for: freelancers, small teams, or businesses needing reliable OCR + PDF editing without complex automation.

Disclaimer

This article was developed using insights from document automation experts, and finance professionals familiar with real-world deployment of IDP tools, as well as user reviews. Our comparisons aim to highlight practical strengths and limitations to help businesses of all sizes make informed decisions. Each tool listed brings unique value, and inclusion here reflects relevance - not endorsement or discrediting.

Conclusion

The best data capture software depends on document volume, complexity, and workflow needs. Solutions like Procys provide end-to-end automation from invoice capture to payment processing, while others focus on OCR or template-based extraction.

Choosing the right tool reduces manual work, increases accuracy, and helps teams scale efficiently. Therefore, for businesses seeking a modern, AI-powered, scalable solution, Procys is a strong option.

Start automating your document workflows with Procys

Eliminate manual data entry and streamline AP/AR processes today. Sign up for free – no credit card required – and see how Procys can transform your document workflows from capture to reporting.

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