How Web Capture from Xerox Helps You Go from Paper to App in 3 Simple Steps

Today’s scanning solutions treat the document capture process as an application with dedicated hardware and software that imposes a tedious multi-step work process on users. That process also relies on specific devices and fixed file-based repositories.

Web Capture Service dramatically simplifies document scans for users of virtually any web application such as QuickBooks Online, Microsoft Office 365, Google Apps, Workday and hosts of others.

Typically, scanning a document into business applications involves numerous steps:

  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.

And then, after all of that, somewhere down the road you’ll have to try to recall the name of the folder and the name of the paperwork you need, find it (or hope you’ve found it) and then upload it to whatever business application you’re using, wait for it to be recognized, and then, finally get to work.

This is the process you’ve been told is “simplified”. This is what used to be acceptable as standard.

Fewer steps required for scanning documents

Xerox Web Capture Service puts document capture directly into almost any web application where source documents need to be attached. Xerox heard directly from small and mid-size companies that current capture applications are too expense, complex and cumbersome.

Web Capture Service is a game changer for small and mid-size businesses that use cloud-based applications and work processes for their business output. In addition to cloud applications, SMBs are also embracing technology shifts like transactional workflows and mobility as well as becoming more device agnostic. Meanwhile, security is a top priority for these companies.  Web Capture Service responds to these business priorities with an offering that works with any scanning device and operates as a cloud service right from an end-user desktop.

By reducing the steps it takes to go from paper to app, you increase productivity for your entire office. Imagine being able to send your receipts and invoices directly to Quickbooks. Or storing 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, you won’t have to worry that you’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 you 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®

Best of all? Web Capture works with any scanner, not just Xerox products. Xerox is about improving workflows so you can save time, increase productivity, and focus on the work that really matters: running your business.

Getting started with Web Capture is just as easy as using it. Your document services provider will help get you started. Once they have set up your company or department, it is as simple as downloading the app in a few simple clicks and with a simple drag and drop, you’ll be all set up and ready to go to work. You can even scan a large volume of paperwork by enabling Web Capture on your Xerox ConnectKey® enabled MFP and scanning directly to the Cloud. Once stored there, you simply drag and drop those docs into your business application. It really is that easy, even for a large volume of paper.

Adios, searching.

Sayonara, tedious steps.

Goodbye, mistakes.

Say hello to Web Capture from Xerox and welcome in a new era of simplicity, efficiency, and productivity. Contact your local Xerox Channel Partner today to get started, or click here to learn more. You can also read through our most frequently asked questions here.

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