{"id":3793,"date":"2025-04-11T17:20:23","date_gmt":"2025-04-11T21:20:23","guid":{"rendered":"https:\/\/www.aleop.ca\/?post_type=guides_demarage&p=3793"},"modified":"2025-09-16T16:46:46","modified_gmt":"2025-09-16T20:46:46","slug":"licences-ocr","status":"publish","type":"guides_demarage","link":"https:\/\/www.aleop.ca\/en\/guides-utilisateur\/guide-utilisation\/licences-ocr\/","title":{"rendered":"OCR licences"},"content":{"rendered":"

In Aleop, OCR (Optical Character Recognition) enables the automated extraction of key data from digitized accounting documents, such as invoices, statements, or receipts. This feature operates on a unit-based licensing system, where each document sent to OCR consumes one license. Thus, 1 document = 1 license used<\/strong>, regardless of the volume of information contained within the file. <\/p>\n\n\n\n

For example, if you send a PDF file containing 3 distinct invoices (with different invoice numbers), the recognition engine will automatically split the file into 3 individual documents. This will result in the consumption of 3 OCR licenses<\/strong>. <\/p>\n\n\n\n

\"\"<\/figure>\n\n\n\n
<\/div>\n\n\n\n

Plans and Licenses<\/h2>\n\n\n\n
\n\n\n\n

In Aleop, the automated processing of accounting documents is based on two distinct and complementary components: the plan\u00a0<\/strong>and OCR licenses<\/strong>.<\/p>\n\n\n\n

<\/div>\n\n\n\n

The plan: your annual maximum capacity<\/h3>\n\n\n\n

The plan determines the maximum number of documents<\/strong> your organization is allowed to process per year. This is a contractual limit, starting at 200 documents per 12-month period. This limit may be reached before the renewal date if your usage volume is high. In this case, an early renewal will be required to continue using the service.<\/p>\n\n\n\n

<\/div>\n\n\n\n

Licenses: the processing unit<\/h3>\n\n\n\n

The <\/strong>OCR licenses represent the concrete units of consumption<\/strong> used each time a document is sent for data extraction. Each accounting document (invoice, receipt, etc.) processed by the optical recognition engine counts as one license used. For example, if you import a PDF file containing 10 distinct invoices, 10 licenses will be automatically deducted. <\/p>\n\n\n\n

Licenses are independent of the plan in terms of operation: The plan sets the framework, while the licenses trigger the processing<\/strong>. If the client owns multiple businesses, the package is associated with a specific company, while the licenses are shared across all companies within the group. <\/p>\n\n\n\n

When purchasing a block of licenses, it is valid for the entire group, even if a specific company is selected for billing. You can track license usage in real time within your Aleop account. Once the balance is depleted, you can purchase an additional block of licenses directly through the interface, via credit card. <\/p>\n\n\n\n

<\/div>\n\n\n\n

License purchase<\/h2>\n\n\n\n
\n\n\n\n

Access restricted to authorized roles <\/h3>\n\n\n\n

The purchase of OCR licenses in Aleop is a restricted action, accessible only to users with the following permissions: <\/p>\n\n\n\n

    \n
  • The owner of the Aleop account<\/strong> <\/li>\n\n\n\n
  • Users with the \"License Purchase\" role<\/strong> <\/li>\n<\/ul>\n\n\n\n

    These roles have access to the license management area, where they can view in real time the current available license balance<\/strong>, which automatically updates as documents are sent for optical character recognition (OCR).<\/p>\n\n\n\n

    \"\"<\/figure>\n\n\n\n
    <\/div>\n\n\n\n

    How to purchase OCR licenses <\/h3>\n\n\n\n
      \n
    1. Log in to your Aleop account with an authorized profile. <\/li>\n\n\n\n
    2. Go to the RGA \/ Licences<\/strong> from the main menu.<\/li>\n\n\n\n
    3. Select the company to bill from your list. <\/li>\n\n\n\n
    4. Select the desired OCR license block from the available options. <\/li>\n\n\n\n
    5. You will then be redirected to a secure payment platform, where you can make the payment by credit card. <\/li>\n\n\n\n
    6. Once the transaction is completed, the licenses are automatically added to your Aleop account. <\/li>\n\n\n\n
    7. A payment receipt will be sent to you by email within 24 to 48 hours after the purchase. <\/li>\n<\/ol>\n\n\n\n
      <\/div>\n\n\n\n

      Setting up threshold alerts for OCR licenses<\/h2>\n\n\n\n
      \n\n\n\n

      To avoid an interruption in the automated processing of your documents, Aleop allows you to activate notifications when your OCR license balance approaches a critical threshold. This alert system enables you to take proactive action by replenishing your account in time. <\/p>\n\n\n\n

      Only the Aleop account owner and users with the \"License Purchase\" role <\/strong>can access the configuration of license-related notifications. <\/p>\n\n\n\n

      Aleop allows threshold notifications to be sent through three channels: SMS<\/strong>, email<\/strong> and Aleop internal messaging<\/strong>. These options can be activated individually or together, depending on the preferences of the authorized user. <\/p>\n\n\n\n

      <\/div>\n\n\n\n

      Configuration procedure <\/h3>\n\n\n\n
        \n
      1. Account login<\/strong>\n
          \n
        • Log in to your Aleop account with authorized access (owner or \"License Purchase\" role).<\/li>\n<\/ul>\n<\/li>\n\n\n\n
        • Adding and validating the phone number<\/strong> (for SMS notifications) \n
            \n
          • Click on the gear icon in the top-right corner of the menu. <\/li>\n\n\n\n
          • Go to the user Information section. <\/li>\n\n\n\n
          • Add your mobile phone number. <\/li>\n\n\n\n
          • A confirmation code will be sent to you via SMS: enter this code in the designated field to validate the number.<\/li>\n<\/ul>\n<\/li>\n\n\n\n
          •  Access the RGA \/ Licenses section<\/strong> \n
              \n
            • From the main menu, select RGA \/ Licences<\/strong>. <\/li>\n<\/ul>\n<\/li>\n\n\n\n
            • Activating notifications<\/strong> \n
                \n
              • Click on themegaphone icon<\/strong> \"\" in the main menu. <\/li>\n\n\n\n
              • Check the desired notification channels: SMS, email, Aleop messaging.<\/li>\n\n\n\n
              • Set an alert threshold (e.g., 50 licenses remaining). <\/li>\n<\/ul>\n<\/li>\n<\/ol>\n\n\n\n
                \"\"<\/figure>\n\n\n\n
                \"\"<\/figure>\n\n\n\n

                Notifications are then sent automatically each week<\/strong> as soon as the defined threshold is reached.<\/p>\n\n\n\n

                <\/p>\n\n\n\n

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