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OCR Data Extraction from Images: E-Challan Example (Batch OCR Guide)

ExtractGrid••8 min read

Part of our Batch PDF Text Extraction & OCR Guide — the complete overview of template-based batch extraction and export to Excel or CSV.

When a document exists only as a photo or scanned PDF, there is no selectable text to extract—you need OCR (Optical Character Recognition). This tutorial demonstrates OCR based data extraction from image files using an e-challan as a real-world example: challan number, vehicle details, offence code, amount, and date.

The same batch ocr workflow applies to receipts, ID scans, delivery proofs, and any image-heavy document where you need structured Excel output.

OCR vs PDF text extraction

SourceMode in ExtractGrid
Digital PDF with selectable textPDF text extraction
Scanned PDF (image pages)OCR for scanned PDF
JPG, PNG, or photoOCR for images

This guide uses Scanned PDF or image because e-challans are typically photos or scans.

Step 1: Create a template

Click Create Template on the dashboard.

Create Template button

Step 2: Select Scanned PDF or image

Choose Scanned PDF or image to enable batch OCR recognition on pixel-based documents.

Scanned PDF or image option for OCR processing

Step 3: Upload a sample e-challan

Upload one challan image or scanned PDF. Use a clear, high-resolution file—best pdf ocr results depend on image quality.

Choose file to upload challan image or scan

Step 4: Draw bounding boxes and assign cells manually

For irregular form layouts, assign cells manually to each field. Draw boxes tightly around challan number, date, vehicle registration, fine amount, and location. Verify OCR text in the right sidebar before continuing.

Manual cell assignment with extracted OCR text in sidebar

Step 5: Save the OCR template

Name the template (for example, e-challan-ocr) and click Save Template, then Next step.

Save template and proceed

Step 6: Test Excel export on one challan

Select Excel and run Process files to confirm OCR accuracy on a single file.

Excel output with Process files for single-file OCR test

Step 7: Open batch processing for multiple images

Click Apply this template to multiple images to process a batch of challan photos or scans.

Apply template to multiple images

Step 8: Upload multiple challan images

Select all images or scanned PDFs for this batch.

Upload multiple files for batch OCR

Step 9: Load your e-challan template

Load the saved template so the same bounding boxes run on every file.

Load template for batch OCR

Step 10: Batch OCR export to Excel

Choose Excel and click Process files. ExtractGrid runs batch ocr pdf / image recognition on each file and compiles structured output—your pdf to excel ocr software workflow without manual typing.

Excel batch OCR processing

Tips for better OCR results

  • Resolution: Use the highest quality scan or photo available.
  • Consistency: All challans in a batch should share the same form layout.
  • Verify boxes: OCR mistakes are easier to fix at template setup than after a 200-file batch. See verify bounding box text.
  • Low quality images: Expect more errors; re-scan when possible. Read more →

Related guides

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Batch PDF Text Extraction & OCR (complete guide)When to use OCR vs text extraction and export options
How to Convert Bank Statement PDF to CSVDigital bank statements and CSV export
How to Extract Text from Invoice PDF to ExcelDigital vendor invoices
How to Convert PDF Balance Sheet to ExcelFinancial PDFs with selectable text

How to extract text from image files at scale: one OCR template, unlimited batch runs. Try ExtractGrid batch OCR.