6 reasons why IDP implementations fail

Document process automation is far from a walk in the park. It’s a story we’ve heard one too many times: frustrated executives who have been let down by past automation efforts, fed up with vendors’ empty promises, or struggling to rally their team behind the cause. The result? Massive chunks of time and resources wasted across the business. But what’s the real reason behind the failure of Intelligent Document Processing (IDP) implementations?

Unrealistic expectations / Lack of clear objectives

Plenty of organizations have invested a hefty sum in new IDP or OCR solutions, only to realize they don’t live up to expectations when it comes to streamlining operations. It’s crucial to have a clear understanding of which processes you want to improve, and what can actually be achieved to avoid a botched implementation. 

Example: accuracy rate is one of the top metrics IDP vendors will tell you about. While there are out of the box accuracy levels they can guarantee for certain document types, understand that there is an accuracy floor level that you will get when you buy the software, and a ceiling you can achieve once the platform is set up to fit your specific processes and documents. Steer clear of vendors promising 100% accuracy off the bat. 

Set clear objectives when it comes to the metrics you want to achieve across your document automation journey (processing time, error rates, throughput volumes, etc.). 

No champion to lead the project / Lack of leadership

Ever tried herding cats? Well, trying to lead an IDP project without a champion is a bit like that – chaotic and downright impossible. Without someone at the helm, waving the flag and rallying the troops, it’s easy for the project to lose momentum and direction. 

Plus, having that champion as the go-to person for the project – liaising with vendors, having the full picture of the situation, and building relationships – is essential for keeping things on track, getting the best deal and making sure everyone’s on the same page. 

And let’s not forget the importance of getting the C-levels on board – without their buy-in and (budgetary) support, the project can quickly lose steam and veer off course.

Bad change management / Lack of adoption

“ We are enthusiastic about Rossum’s performance and its capability to quickly learn and adapt to the wide range of Tonnage Certificates used by shipping agencies! This has been instrumental in building the team’s trust and confidence in this AI automation initiative. ” 

Arthur Philippa, Lead RPA Developer, Port of Rotterdam Authority

You’ve got this shiny new IDP system ready to revolutionize your document processing, but nobody wants to use it. Sound familiar? Bad change management and lack of adoption can quickly turn your game-changing solution into a glorified paperweight. 

That’s where we at Rossum come in. We’ve put special emphasis on building a user interface that’s so intuitive, even your grandma could use it. Plus, with our AI technology, clerks can literally see the system learning from their input, gaining trust in the automation project as they go. 

Without proper change management – guiding people through the transition, addressing their concerns, and showing them the ropes – you’re doomed to face resistance and low adoption rates. Take the time to discuss with your preferred vendor what onboarding and training will look like. 

Buying the wrong solution

“ It was becoming impossible to process the volume and complexity of invoices manually, if we wanted to continue growing sustainably as a business we needed an intelligent document automation solution. Experiences with other automation providers had left us very disappointed, we felt that Rossum offered us the AI visibility and control to help us continue to scale our operations efficiently. ” 

Marco Favaretti, Financial Controller, Adyen

Many vendors position themselves as IDP or OCR solutions, specializing in different industries, document types, and functionalities. E.g., When it comes to Rossum, we specialize in transactional documents such as invoices, purchase orders, bills of lading, certificates of analysis, packing lists, and more.

It’s easy to feel overwhelmed by the sheer volume of options and promises, and choose the wrong solution. Without thoroughly evaluating your needs and researching the available options, you’re bound to be left disappointed.

As you consider different IDP solutions, here are some key questions to ask yourself:

  • What specific types of documents do we need to process, and are there any industry-specific requirements we should consider?
  • How much automation do we need, and how seamlessly does the solution integrate with our existing workflows?
  • Does the vendor specialize in industries or document types that align with our needs?
  • Is the solution scalable and flexible enough to accommodate our future growth and changing requirements?
  • Can the vendor provide examples of successful implementations and satisfied customers to demonstrate the reliability and effectiveness of the solution?
  • Is there a free trial available where I can get a taste of the platform?

By considering these questions, you can ensure you pick an IDP solution that meets your organization’s needs and sets you up for success.

Lack of compliance

One common reason for the failure of IDP projects is the lack of compliance with regulatory requirements. In industries such as finance, healthcare, and legal, there are stringent regulations governing the handling, processing, and storage of sensitive documents and data. Non-compliance can lead to severe consequences, including fines, legal liabilities, and reputational damage.

Unfortunately, some IDP solutions may not adequately address compliance requirements, leaving organizations vulnerable to breaches. It is essential for organizations to select an IDP solution that prioritizes compliance and offers features such as data encryption, access controls, audit trails, and certifications like GDPR or HIPAA compliance.

And it’s not just about the tech – your processes and workflows need to play by the rules too. Make sure everything lines up with regulatory standards to keep your sensitive info safe and sound.

Lack of resources

When an organization does not involve the right amount of internal resources – especially people, the implementation of an intelligent document processing platform can quickly hit a roadblock. 

Without the necessary expertise and manpower to drive the implementation forward, crucial tasks like data preparation, system configuration, and user training may be neglected. This can lead to delays, errors, and ultimately, failure. 

When starting an IDP implementation project, make sure that you have clearly identified the team which will be involved, and assign clear responsibilities to each member. 

Try Rossum, the transactional document automation platform

And if you feel like taking some of this blog post’s advice, here is where you can sign up for a free trial of Rossum’s AI-first, cloud native platform. Watch the AI learn instantly, and see if the user interface is as easy to use as promised!

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