Salary registers are among the crucial instruments of a business. They are essential for running payroll, financial audits, and tax calculations. Many companies today have opted for technology and have digitized their salary systems.
However, some countries, especially those that are underdeveloped, still rely on physical salary registers. The reason is that they think that digitizing things will put a burden on their budget. But that is not the case.
In this blog post, we’ll share a free and easy trick that helps businesses digitize their physical salary registers. Before that, let us walk you through some challenges of managing physical salary registers.
Challenges of Managing Physical Salary Registers
The following are the common challenges that businesses face in managing physical salary registers.
- Managing a large number of physical registers is hectic. A business needs a dedicated space to store them and an employee to manage them, which involves costs.
- Physical registers are prone to security risks such as unauthorized access. Especially, the salary registers contain employees’ personal information that can be easily compromised.
- Manually calculating salary by watching values on the salary registers is prone to human errors. And regarding salary, a missing zero can create frustration among employees, and an extra zero can get an HR person fired.
But all of these can be avoided with a single trick that we are about to share. And the good thing is that, as a business, you do not have to pay any extra cost. Instead, the trick we are about to reveal will help you save on the costs businesses incur for storing and managing physical documents.
So, What’s the Trick to Digitize Salary Registers?
Without any fluff, the trick of digitizing salary registers is using an image-to-text converter. An image-to-text converter is a tool that uses OCR (optical character recognition technology).
This technology can detect and extract the readable characters that are embedded inside an image. Some popular image-to-text converter tools include:
But how can these tools help you digitize salary registers? Below, we have shared the steps you need to achieve this. So follow along.
Step 1: Take Pictures of The Register
Start by taking pictures of the salary register. Make sure the photos are taken in good light and the words are readable. Although these tools can extract text from slightly blurry images, providing clear images can yield better results.
Step 2: Upload Pictures onto the Tool
Next, open any of the mentioned OCR tools and upload these images to them. Uploading limits can vary with the tool, but at the time of writing this article, all of the mentioned ones are accepting five images at a time.
Let us practically demonstrate this to you. For demonstration purposes, we will use Imagetotextconverter.net; however, you are free to use any other tool of your choice. The process will be almost the same.
Regarding the one we are using for demonstration, we uploaded a page from a salary register onto it by clicking on the upload button.
You can also submit images by dragging them into the tool’s input box.
Step 3: Convert and Save
Once your images are uploaded onto the tool, click on the “Convert to Text” button at the bottom. The text of the button can vary with the tool you are using.
Once you start the conversion, just wait a few seconds and let the tool do the job. Once the conversion is complete, you will see the results, as shown in the image below.
Now, what remains is saving the information. This can be further done in two ways:
- Either copy-paste them manually into a spreadsheet.
- Download them in the available format.
The tools that we mentioned in this blog post let you download the converted text in different formats, including:
- DOC
- TXT
This feature is what primarily led us to mention them in this post. Most tools in the market only provide results as a TXT file, which is not commonly used in the business environment.
To download, simply click the download icon on the right side of the result box and select your preferred file format.
That’s it. This is how you can convert all the pages of a salary register into a digital format, both editable and non-editable.
Wrapping Up
Digitizing the salary register is no longer a hassle for businesses. Just use an image-to-text converter tool to get the job done. Follow the steps we shared in this blog post above and start digitizing. It will not only save you costs but also enhance document protection. Plus, the retrieval of information in the future will also become easier for you.