Document validation software checks what capture produced: that every page of a document is present, that each is legible, that the pages are in order, and that the document matches the record it is filed against, the right client, the right period, the right invoice. It runs the checks on every page that lands, flags the failures for a person, and keeps the result against the Bates-numbered page so a reviewer a year later sees what was checked and when. The free document capture worksheet on this site sizes the pages a year the software would check; Batesio Pro keeps the validation result against each page it holds.
The four checks
Complete, legible, ordered, matching. A tool that reports a single pass or fail without saying which check failed sends the firm back to the box; one that names the failure lets a person fix that page and nothing else.
The failures go to a person
Validation software that silently files a failed document has validated nothing. The failures queue for someone with the original, and the fix is recorded against the page. On the worksheet's default of a hundred and fifty pages a day, the queue is short if the checks run on arrival and long if they run at month end.
The result, kept
The check, the date and who or what ran it, against the numbered page, exportable. That record is what makes the validation evidence rather than a cost. Dropbox, cited below, prices a Standard team plan at $15 per user per month and validates nothing; the result belongs in the document record, not in an email.
Questions people ask about document validation software
Is validation software worth it for a small firm?
For a large backlog or a regulated intake, yes; for a small daily load, the capture software's own checks plus a person usually cover it. The worksheet sizes the load either way.
What happens to a document that fails validation?
It is flagged, not filed; a person fixes it against the original and the fix is recorded against the page.
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