Fraunhofer Institute for Material Flow and Logistics IMLDigitizing documents speeds up logistics and reduces error rates. InstaScan uses AI to extract data from paper-based transport documents, checks its plausibility, and writes it as machine-readable JSON structures in connected systems. This creates interoperable datasets that automate processes such as invoicing or customs checks. The project addresses the question: How can we digitize freight documents in a robust, secure, and directly IT-usable way?
InstaScan: Digitizing documents in logistics
Why digitizing documents makes a difference
Many companies still process transport documents on paper. This practice slows things down, costs money, and leads to errors. InstaScan uses AI and large language models to reliably recognize content from waybills and accompanying documents. The goal is to design the digitization of documents in such a way that data flows directly into ERP and platforms. The solution turns a document into a reliable, structured, and machine-readable dataset that accelerates downstream steps and lays the foundation for automated processes.
Project goal: AI-supported text recognition and interoperability
InstaScan aims to reliably capture paper-based transport documents, accurately extract their contents, and transfer them to IT systems in a structured JSON format. An LLM-based algorithm recognizes attributes, can check plausibility, and thus increases data quality and process reliability. The project is developing an interoperability solution that makes data usable across system boundaries and paves the way for the transition to autonomous, networked value creation networks. InstaScan can be supplemented with a blockchain component to ensure the authenticity, traceability, and consistency of changes to waybills and other documents. All software components are available as open source.
Project sponsor: The project is funded by the German Federal Ministry for Digital Transformation and Government Modernisation as part of SKALA (“Scalable AI and Blockchain Solutions for Automation and Autonomization in Value Creation Networks”).
Associated partners are Dachser Group SE and Spedition Wiedmann GmbH. The project is being managed by the Fraunhofer Institute for Material Flow and Logistics IML.
Project profile
| Duration (date from – to) | July 2024 – December 2025 |
|---|---|
| Funding | 5 million euros (total SKALA) |
| Funding | German Federal Ministry for Digital Transformation and Government Modernisation (BMDS), funding number 45KI26A011 |
| Cooperation partners | Dachser Group SE Spedition Wiedmann GmbH |
| Project | Fraunhofer IML |
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Would you like to test InstaScan, try it out with real documents, or use it with specific documents?
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You can access the open source download on GitHub here.GitHub kommen Sie hier.
The solution: Digitizing documents with AI and open source
- AI-supported text recognition (LLM) reliably recognizes content from waybills, transport documents, and accompanying papers across different layouts.
- Attribute mapping increases data quality; machine-readable documents in JSON format.
- JSON and open interfaces as an interoperability solution for ERP, transport management systems, and platforms.
- Open source: All software components are freely available; contribution to standards and reusability.
- ERP connection: Open source interface accelerates integration and reduces costs.
- Security: Optional blockchain ensures authenticity, versions, and consistency of documents.
- Productivity: Digitize and edit documents; digitize and archive documents; automate a process to reduce throughput times.
- Scaling: From document digitization to business process automation and workflow automation across locations.
“We turn paper into machine-readable documents, thereby laying the foundation for end-to-end automation of complex logistics processes.”
Julian Hinxlage, Deputy Head of Packaging and Retail Logistics at Fraunhofer IML
Use cases: from consignment notes to invoicing
- Waybill entry: InstaScan recognizes all relevant fields, generates a digital waybill, and transfers structured data to ERP/TMS. Result: less data entry effort, faster processing.
- Invoicing: Automatic transfer of quantities, references, and prices from transport documents to the invoice. Result: fewer errors, faster payment receipts.
- Archiving and auditing: Digitize and archive documents with a traceable history (blockchain). Result: audit-proof evidence.
- Wide applicability: From the digitization of files in the archive to the digitization of documents in day-to-day business; suitable for transport documents and accompanying papers in networked supply chains. .
InstaScan: Further information
FAQ about InstaScan and SKALA
What does InstaScan do when digitizing documents?
InstaScan digitizes transport documents and accompanying papers using AI and generates machine-readable documents in JSON format. The interoperability solution transfers verified data to ERP/TMS and enables digital waybills. Open source and blockchain ensure traceability and integrity.
How does InstaScan automate workflows and business processes?
InstaScan drives workflow automation and business process automation. Companies can automate a process, digitize and edit documents, as well as digitize and archive documents and transfer them to invoicing.
What documents does InstaScan support?
The focus is on transport documents, waybills, invoices, and customs and customs accompanying documents. The digitization of documents ranges from day-to-day business to the digitization of files in the archive. The AI robustly assigns fields across layouts and checks for plausibility.
How does InstaScan integrate with existing IT?
Open interfaces and adapters offer an interoperability solution for ERP, TMS, and platforms. Machine-readable documents and digital waybills flow directly into processes; versioning and authenticity can be ensured via blockchain.
How do I get started with InstaScan and what partnerships are available?
You have the option of using the open-source code provided by InstaScan to develop your own solutions, or we can support you in adapting it to your specific documents and processes. Together, we can create more efficient and optimized workflows that significantly reduce the effort involved in document processing and increase the benefits. For more information about the open-source project and integration, visit the corresponding GitHub page.
SKALA focuses on processes: InstaScan as a subproject
SKALA (funding number 45KI26A011) bundles scalable AI and blockchain solutions, funded by the German Federal Ministry for Digital Transformation and Government Modernisation (BMDS). The goal is a federated, decentralized ecosystem for secure process automation in production, logistics, and SCM. As a subproject in the focus area “Automation and Autonomization of Processes,” InstaScan provides the digitization of transport documents: LLM extraction, JSON interfaces, and verifiable evidence – open source.
Other Skala projects:
Product Compliance with GreenComplAI
SiMBA: Dynamic pricing for machine capacity in shared manufacturing