Business Functionality

As an end-to-end solution for importing, OCR-processing, registering, approving, and archiving invoices and other business documents, Continia Document Capture offers considerable benefits to a wide range of businesses. It can streamline processes and reduce data-entry costs for companies in sectors as diverse as finance, healthcare, manufacturing and transportation – and the list goes on.

Built on a modular basis, Document Capture can be customized to suit your particular business needs. Each of the modules that it’s divided into represents an area of functionality, and you can choose to add any modules you want. You add these using the initial setup guide, which you can access straight from your Role Center.


Not all features will be available in all versions of Document Capture. Refer to Comparison of Features by Document Capture Version to see features available by version of Document Capture.

Below you’ll find a description of each of the modules, along with an overview of their respective features.


The mandatory Essential module allows you to import purchase invoices and credit memos into Microsoft Dynamics 365 Business Central. The imported files can be either scanned documents or PDF files processed using optical character recognition (OCR) – or they may be XML files, which you can import and process in various ways and formats, such as PEPPOL and XRechnung. The module enables you to recognize document header fields using OCR and to map the recognized data to the actual location of the textual content in the documents. This one-time mapping can then be used to automate the process for all future documents received from the same vendor.


The Essential module only includes data capture at header level, and only for purchase invoices and credit memos. To be able to recognize fields at line level and process other types of business documents, you’ll have to upgrade to the Advanced Capture module.

With the Essential module, you get access to the following key features:

Built-in image viewer for verification inside Microsoft Dynamics NAV/Business CentralCheckmark
Ability to add attachments to invoices and credit memosCheckmark
Ability to drag and drop attachments from and to any recordCheckmark
Recognition and processing of purchase invoices and credit memosCheckmark
Recognition of basic invoice header fields, such as date, invoice number, and total amountCheckmark
Ability to view document image in external window for manual resizing purposes and similarCheckmark
Recognition of invoice descriptionCheckmark
Recognition of dimensionsCheckmark
Recognition of job numberCheckmark
Ability to add any custom field to be recognized, and to dynamically transfer recognized value to purchase documentCheckmark
Recognition of multiple amounts (for example total cost amount + total freight amount)Checkmark
Ability to recognize multiple VAT/tax amounts and assign these to different G/L accountsCheckmark
Option of using fixed values for any fieldCheckmark
Easily-changeable area of recognition on scanned documentsCheckmark
Configurable rules for fields, ensuring that the correct values are recognized (specific format, positive amount only, etc.)Checkmark
Vendor-specific settings for recognition and validationCheckmark
Multiple templates for each vendor (service invoices, item invoices, cost invoices, etc.)Checkmark
Caption suggestions for master template fields, including the ability to ignore such suggestionsCheckmark
Assisted setup guide for the creation of new template fieldsCheckmark
Ability to configure whether amounts are including or excluding VAT/taxCheckmark
Manual splitting of PDF files inside NAV/Business Central, for example multiple invoices in one PDF fileCheckmark
Document analysis and capture built directly in NAV/Business Central, allowing app customizationCheckmark
Secure digital archive with free-text search capabilitiesCheckmark
Automated checking for bank account and VAT numbers to avoid fraudCheckmark
Ability to capture QR codes and extract data within the codesCheckmark
Registration of documents directly to general journal lines, using a vendor, a bank, or a G/L account as the balancing accountCheckmark
Option to view documents in payment journalsCheckmark
Document viewer availability on the Vendor Ledger Entries pageCheckmark
Amount distribution codes for determining how amounts are allocated to accounts and dimensions when purchase lines are createdCheckmark
Ability to configure comment types and have documents automatically assigned to specific users in case of errorsCheckmark
Notification of remaining pages in OCR licensesCheckmark
Automatic vendor and field recognition when documents are moved to other companiesCheckmark
Automatic deactivation of Continia solutions when companies are copiedCheckmark
Option to display the original sender email in Ready to Import when using Cloud OCR, rather than the address of an intermediary mailbox or similarCheckmark
Notifications for admins about open, unregistered documentsCheckmark
Ability to add multiple customizable (dynamic) columns to the document list in the document journalCheckmark
Support for WORKDATE and TODAY in template field formulas, enabling you to have specific dates automatically inserted for all documents using the relevant templateCheckmark
Secure Archive – an archive that automatically and securely stores your digital bookkeeping documents in their original formCheckmark
Continia Hub – a central in-app assistance hub designed for convenience and user feedbackCheckmark

Advanced Capture

The Advanced Capture module enables you to import and OCR-process other types of business documents than purchase invoices and credit memos, including custom documents. It also allows you to capture both header- and line-level data and to split business documents automatically during import, if necessary. The module is particularly relevant to you if you need to import complex documents, high volumes of documents, or documents from multiple different vendors.

The Advanced Capture module includes the following key features:

Ability to recognize unlimited types of documents (sales orders, purchase receipts, employee-related documents, shipping notes, etc.) and to customize fields to be recognized in these document typesCheckmark
Line recognitionCheckmark
Item reference for line translationCheckmark
Automatic splitting of PDF files inside Business Central, for example based on barcode or invoice numberCheckmark
Recognition of job task numberCheckmark
Automatic moving of documents to the right company based on company identification textsCheckmark
Automatic checking of line item pricesCheckmark
Support for prepaymentsCheckmark
Dedicated category for creating and updating purchase ordersCheckmark
Support for assignment of item charges during document registrationCheckmark
Document viewer availability on the General Ledger Entries and General Journals pagesCheckmark
Ability to change the imported amount of a purchase document from general and purchase journalsCheckmark

Order Matching

Order Matching makes it possible for you to match incoming business documents like purchase invoices and credit memos with other related documents, such as purchase orders, return orders or return shipments. The documents are basically compared to ensure that there’s consistency between them: If the documents match (for example in terms of price or number of items), they can be processed and approved automatically, whereas if they don’t, the relevant discrepancies must be handled. You can manually configure the levels of tolerance for such discrepancies.

With the Order Matching module, you get the following key features:

Built-in image viewer as part of the matching processCheckmark
Manual matching to purchase receipts and return shipmentsCheckmark
Matching to unposted purchase orders and unposted return ordersCheckmark
Automatic matching to purchase orders, receipts, return orders, and return shipmentsCheckmark
Matching based on vendor shipment number and vendor order numberCheckmark
Configurable and automatic line-by-line matching1Checkmark
Automated, rule-defined tolerance of differences between order and invoice amounts, as well as subsequent postingCheckmark
Ability to copy header dimensions from order to invoice automaticallyCheckmark
Ability to update existing purchase order or return order instead of creating invoice or credit memoCheckmark
Support for serial and lot numbers in the matching processCheckmark
Support for package tracking in order and receipt matchingCheckmark
Application of tolerance amounts/percentages at line levelCheckmark
Ability to add missing order lines for matching purposesCheckmark
Automatic matching via job queuesCheckmark

  1. Note that this feature also requires the Advanced Capture module to be installed.

Document Approval

With Document Approval, you get a full approval workflow that allows you to approve business documents, assign approvers, and set approval limits. You can force the approval of documents, put them on hold, or have them approved automatically, and it’s also possible to forward documents and delegate approvals if, for example, you’re out of office for a period of time.

The Document Approval module gives you access to the following key features:

Enhancement on a range of common workflow and approval scenarios not supported by standard NAVCheckmark
Built-in image viewer as part of the approval processCheckmark
Ability to view document image in external window for manual resizing purposes and similarCheckmark
Automatic approval and posting within predefined limitsCheckmark
Ability to send out one combined email with all invoices for approvalCheckmark
Support for approval sharing when Out-of-Office is on (for holiday, leave, etc.)Checkmark
Approval sharing that allows one or multiple users to manage approvals for other usersCheckmark
Ability to forward invoices and credit memos for approval to a specific personCheckmark
Support for four-eyes approval (a minimum of two users checking all invoices)Checkmark
Dimension and amount validation during approvalCheckmark
Amount validation on posting in order to check posted amounts against actual document amountsCheckmark
Ability to request predefined reason codes when invoice or credit memo is put on hold or rejectedCheckmark
Ability to pre-post purchases to G/L before documents are approvedCheckmark
Approval flows that allows document approval based on preconfigured approversCheckmark
Advanced approval that allows document approval based on dimension codesCheckmark
Free online hosting with Continia Software1Checkmark
Direct connection to NAV/Business Central using Web Services (full data consistency)1Checkmark
An intuitive UI for users to approve purchase invoices, credit memos, and other business documents1Checkmark
Functionality that enables users to easily change lines, approve and reject documents, put documents on hold, forward documents to other users, and add attachments and commentsCheckmark
Configurable account and dimension limitations to simplify selections1Checkmark
Ability to have approvals carried out by NAV/Business Central limited usersCheckmark
Searchable, secure archive1Checkmark
Easy use of predefined templates to automatically create lines in invoices and credit memosCheckmark
Approval of purchase orders and return orders using Continia approval workflow functionality, including the Web Approval PortalCheckmark
User-specific list of approvers when forwarding approval requestsCheckmark
Ability to prevent approvers from changing the on-hold status of documents for approvalCheckmark
Option to allow both types of approval-sharing users to receive notificationsCheckmark
Action that allows you to put a document on hold and approve it at the same timeCheckmark
Ability to sort by due date and approval due date on the Purchase Approval Entries pageCheckmark

  1. Note that you also need the Continia Web Approval Portal in order to use this feature.

Purchase Contracts

The Purchase Contracts module makes it easy for you to manage your purchase contracts and have them reviewed regularly to ensure timely action. It provides you with an excellent overview of your contracts and subscriptions, streamlines the contract review process, and enables you to have purchase documents approved automatically upon registration if their amounts relate to contract amounts within a specified variance.

With the Purchase Contracts module, you get access to the following key features:

Centralized management and storage of all purchase contracts, subscriptions, and other recurring costsCheckmark
Creation of contracts with all relevant information, such as vendor, pricing, contract start and end dates, and detailed contract linesCheckmark
Comprehensive archive containing all contract-related documents and files from the contract cardCheckmark
Ability to create contracts directly from a recurring invoiceCheckmark
Autofilling of contract details when invoices are processed in the document journalCheckmark
A straightforward and structured periodic review process, ensuring that you only pay for what you needCheckmark
Option to have the review process started automatically at regular intervals based on company policiesCheckmark
Ability to review all contracts before the beginning of a new fiscal yearCheckmark
Easy overview of contracts that need to be sent for reviewCheckmark
Email notifications to contract reviewers when contracts are due for reviewCheckmark
An intuitive user interface that makes it easy to review contracts from either Business Central or the Continia Web Approval PortalCheckmark
Functionality that enables contract reviewers to easily change lines, review and cancel contracts, and add attachments and commentsCheckmark
Automatic approval of recurring invoices within allowed tolerances, based on reviewed contractsCheckmark
Purchase contract intelligence – a system that suggests contract creation based on patterns detected in recurring invoicesCheckmark

See also

New and Planned
Feature Management