How Web Capture Service Offers a Better, Faster Way to Scan

We’ve come a long way since the first scanning technology set businesses on the path toward digital document management – a concept we couldn’t have conceived of back in the early days of the first sheet scanner.

As more and more businesses move to digitize their documents, app technology, and scanning technology have evolved to meet the demand (and vice versa – as technology evolves, so does the shift toward digital). So it was only natural that eventually, someone would develop a solution that married app and scanning technology to streamline the process and afford businesses the same level of ease and convenience they’ve come to expect from all of their device interactions.

Web Capture Service from Xerox fills a critical need for your customers by dramatically simplifying the process of scanning documents into web applications, making the time it takes them to enter their business data into programs like QuickBooks Online, Microsoft Office 365, Google Apps, Workday and more, significantly shorter – and their productivity higher.

Prior to the introduction of Web Capture, scanning a document into business applications looked like this:

  1. Find the paperwork.
  2. Scan the paperwork.
  3. Create a new folder on your desktop.
  4. Name the folder.
  5. Move the scanned paperwork to the folder.
  6. Name that too.

As almost any customer will tell you, the most challenging part of the process isn’t even shown here. It is the headache that ensues when users can’t remember what they’ve named their file, or worse, where they saved it. Once they’ve eventually found the correct folder and file and then uploaded it to whatever business application they’re using, they’d also have to wait for it to be recognized, and then, at last, they’d be ready to get to work.

While this process once passed for simplification and was a hallmark of productivity – and indeed, it certainly beat out hours of crunching numbers manually or a filing cabinet full of paper – it does not meet today’s standards for speed or efficiency. Fortunately, Web Capture gives your customers a better way to get the job done.

Fewer Steps Required for Scanning Documents

It probably comes as no surprise to channel partners that in surveying small and mid-size companies, Xerox learned directly from the source that most SMBs found that the capture applications available to them were too expensive, complicated and tedious. Xerox Web Capture Service virtually eliminates those complaints by allowing your customers to insert the information on their document directly into almost any web application that requires a document to be attached.

Xerox® Web Capture Service is a completely new way to bring paper documents into modern web applications.

Web Capture Service offers a huge productivity boost for your small and mid-size business customers that use cloud-based applications and work processes in their workflows. There’s more. Xerox also found that SMBs are increasingly embracing technological shifts like transactional workflows and mobility, and that there is an increased expectation for every solution or product they use to be compatible across all (or most) of their systems; in short, it needs to work on every device, of every type, for everyone in the office. The service also works with any scanning device (including non-Xerox) and operates as a cloud service right from the user’s desktop.

By reducing the steps it takes to go from paper to app, you can help your customers boost productivity for their entire office. Imagine being able to give them the ability to send their receipts and invoices directly to Quickbooks, or to store resumes in a central repository without having to name and organize all of those files. Web Capture makes it possible.

Cut Your Scanning Time in Half

Web Capture simplifies the process of document management by triggering scanning automatically via an easy to use browser plug-in. It also goes a step further, making it easier to scan multiple files thanks to the ‘follow-me’ scan repository. Eliminating steps not only improves productivity immediately by cutting the time it takes to go from scanning to working; it also reduces the risk of errors.

By skipping complicated and numerous naming and storing steps, customers won’t have to worry that they’ve uploaded the wrong document, and it’s much less likely that important files will go missing. It’s a more efficient and more reliable workflow, one whose benefits multiply with every employee they have.

This breakthrough solution from Xerox works with a wide range of ubiquitous business applications including:

  • Microsoft® Office 365™
  • Salesforce
  • Microsoft® SharePoint™
  • G Suite (Google Apps)
  • QuickBooks™ Online
  • Dropbox™
  • Concur
  • Slack
  • Workday
  • SAP® Business One
  • FreshBooks
  • DocuSign®

By introducing your clients to Web Capture from Xerox you can help them welcome in a new era of simplicity, efficiency, and productivity. Click here to learn more or read through our most frequently asked questions here.


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