Data Refining Service – Supported by Artificial Intelligence (AI)
Evershine provides your company with a data transformer via its Data Refining Service to avoid manual input or manual handling.
Email: data.refining.services.en@evershinecpa.com
Dale Chen, Principal Partner/CPA in Taiwan+China+UK, AIA/Patent Attorney
The persistent issues in enterprise business processes?
*External parties supply paper documents or reports, which must be manually input into internal systems.
*Different internal information systems in the company exchange data poorly, requiring repeated manual inputs and multiple human handoffs.
*It is burdensome to ask staff to perform repetitive work.
What are real case scenarios?
Case 1: Amazon Market Services Agent — Automation of Transaction Data Entry
An international company acting as an agent for Amazon Market Services previously had to download transaction data from Amazon and manually enter it into QuickBooks.
Evershine deployed five Robots (including of RPA+AI+OCR), allowing employees to completely eliminate manual key-in work.
As a result, the job completion time was reduced from 10 days to just 2 days.
RPA means Robotic Process Automation.
Case 2: Foreign-Owned Bangkok Subsidiary — Automation of Withholding Tax Form P.N.D. 1
A foreign-owned subsidiary in Bangkok originally needed to manually input 200 Withholding Tax Forms (P.N.D. 1) each month.
Evershine implemented an RPA+AI+OCR solution, enabling employees to automatically process the forms without manual entry.
The total processing time dropped dramatically from 3 days to only 2 hours.
RPA means Robotic Process Automation.
Case 3: Foreign-Owned Japanese Subsidiary — Automation of Attendance Management Sheets
A foreign-owned subsidiary located in Kumamoto, Japan, originally had to manually input about 90 attendance management sheets each month.
Evershine implemented an RPA +AI+OCR solution, enabling employees to automatically process all attendance forms without any manual data entry.
As a result, the total processing time was reduced from 1 full day to only half an hour, achieving a remarkable improvement in efficiency.
RPA means Robotic Process Automation.
Case 4: Foreign-owned Japanese Subsidiary – Accounting Process Automation
A foreign-owned subsidiary located in Tokyo, Japan, with approximately 150 employees, uses TIPTOP at its Taiwan headquarters.
All accounting entries for the Japanese subsidiary — including sales (invoicing), collections (receipts), purchases (invoicing), and payments (disbursements) — are processed in TIPTOP.
Only employee reimbursements and office expenses are handled through Japan’s Money Forward system for convenient payment processing.
Originally, the Japanese subsidiary’s internal staff or appointed tax accountants had to take the vouchers and manually re-enter them into Japan’s Yayoi accounting system.
As a result, bookkeeping often lagged more than three months, and the Japanese staff repeatedly expressed unwillingness to perform such high-volume repetitive work.
Evershine implemented an integrated RPA + AI + OCR solution that consolidates transaction data generated by the parent and subsidiary’s different systems.
The system automatically performs compliance checks, consumption tax categorization, and account mapping, then generates the financial statements, journal entries, and supporting files required by the Yayoi system.
These are then delivered to the Japanese tax accountant for statutory compliance reporting.
With this automation, the Japanese subsidiary’s internal staff and tax accountant no longer need to re-enter data into the Yayoi system, and monthly reports are generated on time.
What does Evershine’s Data Refining Service consist of?
Evershine’s solution is to provide your company with a data transformer (Data Transformer) via its Data Refining Service.
This tool enables efficient data file exchanges among different existing systems, avoiding the high cost and risk of a full system replacement, and allowing the company to upgrade based on familiar systems.
The data transformer operates quickly, reduces manual data entry, and greatly improves the quality of data operations.
It can take paper invoice data, extract and recognize via AI + OCR to generate Excel files, then convert them into data file formats importable into the target system; for data already downloadable in Excel, it can directly convert into the importable format.
How does Evershine’s Data Transformer help improve data quality and efficiency?
The data transformer plays a key role in elevating data quality and operational efficiency between different existing systems.
It enables efficient file exchanges across systems, avoiding low efficiency and poor data quality caused by repeated manual input and multiple manual links.
Its concrete functions include:
- Automated conversion: It can take paper invoice data and via AI + OCR extract and recognize it, produce an Excel file, then convert it into a format importable into the target system.
- Flexible input: For data that can be downloaded as Excel, it can directly convert into the importable format for the target system.
- Reduce human error: Through automated and standardized conversion processes, it greatly reduces errors caused by manual input and ensures data accuracy.
- Accelerate operations: Significantly enhance the speed of data processing, enabling enterprises to obtain correct information in real time.
These functions work together to not only improve data quality, but also greatly strengthen financial process efficiency.
Data Refining Service – Supported by AI includes:
Step 1: Optical Character Recognition (OCR)
For images and scanned documents:
If AI cannot read a file, it can first be converted into an image file.
For image files, OCR is required to read, converting the text in the image into editable text data.
AI commonly applies OCR technology to read scanned PDFs or image files.
Tools used include:
- Adobe Acrobat OCR
- Tesseract OCR
- Google Vision API
If the data is already in an electronic text format (PDF, Excel, Word, report), OCR is not required.
Step 2: Data Classification and Transformation (Data Categorizing & Transforming)
For textual data in electronic file formats (PDF, Excel, Word, reports):
This includes recognizing fields, classifying information (such as invoice number, amount, date) — which is an application of further AI technology.
According to the client’s desired structured data field format, the extracted data is converted into the fields and formats needed by the client.
Step 3: Data Refined Results
The result of the Data Refining Service is the production of the data transformer (Data Transformer) tool.
This data transformer can generate the structured data files desired by the client, making it easy for the client’s IT personnel to import them into the company’s ERP system, avoiding manual entry.
Also, for clients who do not have their own systems or lack IT personnel to perform imports, the data transformer can directly generate the required reports.
AI On-Premises Server Security Considerations
Use offline language models
Ensure data is processed in a controlled environment
Frequently Asked Questions
What is Evershine’s “Data Refining Service”?
Evershine’s Data Refining Service is an AI-supported service that produces a data transformer (Data Transformer), helping clients process various formats of data and convert them into structured data or desired reports, reducing manual input and increasing efficiency.
This service is provided by the “Data Refining Center,” established in May 2025.
What data formats require OCR processing?
If the client provides data as image files (such as images or scanned PDFs), OCR must be used to convert the text within the image into editable text.
If the data is already in electronic text formats (Excel, Word, report, PDF, etc.), OCR is not needed.
If AI cannot directly read a file, it may first be converted into an image file, then OCR applied.
What are the main steps involved in the Data Refining Service?
The service mainly consists of three steps:
- Step 1: OCR (for image, scanned docs)
- Step 2: Data classification and transformation (for electronic formats)
- Step 3: Producing structured data files or reports
What role does AI play during the data classification & transformation stage?
In that stage, AI is used to recognize each field in the data (for example invoice number, amount, date, etc.) and classify information.
Concurrently, AI also transforms the extracted data into the client’s required fields and formats.
What is a data transformer?
According to client needs, the result of the Data Refining Service is the data transformer (Data Transformer), which can generate the structured data files desired by the client to facilitate import into the ERP system and avoid manual entry.
Additionally, for clients without internal systems or lacking IT personnel, the data transformer may directly output the reports they need.
How does the AI on-premises server ensure data security?
To ensure data security, Evershine’s Data Refining Service uses an AI on-premises server with offline language models, ensuring data is processed in a controlled environment and reducing the risk of data leakage.
Which OCR tools may be used in the data transformer?
Depending on the data source, OCR tools that may be applied include but are not limited to Adobe Acrobat OCR, Tesseract OCR, and Google Vision API.
These tools read information from scanned PDFs or image files.
Why would clients need Evershine’s Data Refining Service?
Clients generally need the Data Refining Service for two main reasons:
- To convert existing unstructured or semi-structured data (Excel, Word, PDF, images, scanned docs) into system-processable structured format, so that their IT staff can import into ERP systems and avoid time-consuming manual entry.
- For clients lacking their own systems or adequate internal resources, the service can directly generate the reports they require, addressing business analytics and decision-making needs.
How does Data Refining Service cooperate with RPA software robots in delivering services?
RPA software robots take charge of three steps among different systems: downloading (Download), organizing/regulating (Regulate), and uploading (Upload), to provide operational support.
- Downloading services: download the data file from one system as “Original Excel”
- Regulating services: transform the Original Excel into a Regulated Excel — this is the part performed by the AI-supported Data Refining Service
- Uploading services: upload the Regulated Excel to the target system
Hence, the AI-supported Data Refining Service executes the “Regulating” step (step 2).
“Data Refining Center”
Evershine established the Data Refining Center in May 2025, offering Data Refining Services.
Data Refining Service is supported by AI.
- (1) Avoid manually entering large volumes of documents into systems
- (2) Use on-premises offline AI servers for security considerations
- (3) Convert unstructured data (Excel, Word, PDF, images, scanned docs) into structured formats for ERP import, avoiding time-intensive manual entry
Three steps:
(1) Optical recognition (OCR), to extract text from images (for image, scanned docs)
(2) Data classification & transformation (for Excel, Word, PDF, etc.)
(3) Produce structured data files or reports
Data Refining Service paired with RPA software robots
- RPA software robots perform batch downloading, regulation, and uploading across different systems
- Data Refining Service (AI-supported) handles the “regulating” (step 2) tasks
Reference Information
This content was written by Dale Chen in July 2025.
The author previously served in the Financial Computerization Center of Tatung, and an Executive Member of Taiwan Everlight Chemical.
Contact Us
E-mail: data.refining.services.en@evershinecpa.com
Dale Chen, Principal Partner/CPA in Taiwan+China+UK, AIA,
watsapp: +886-0933920199
wechat: evershiinecpa
linkedin address: Dale Chen Linkedin
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(version: 2024/07)
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