Every incoming document is recognised, read and turned into data: lines and amounts for the ERP, deadlines and clauses for whoever needs to know them. When the system is not sure it says so, and that document goes to a person.
Electronic invoicing solved part of the problem, not all of it. Order confirmations, delivery notes, certificates, contracts and tender specifications still arrive as PDFs or on paper, each in its own format.
Someone opens them one by one, looks for the data they need and copies it, or reads them in full to find the clause that matters. Nobody wants to do it and nobody can stop doing it. A mistake on a date or a penalty comes to light weeks later.
Type, sender, language, even from crooked scans, photos and tables split across several pages. Each document type follows its own rules instead of one model for everything.
Order number, lines, quantities, dates, batches, amounts. Clean documents go in on their own; those with an uncertain field go to review, with the field highlighted and the original next to it.
Contracts and specifications become a summary sheet with deadlines, penalties, renewals, requirements and non-standard clauses. Every point links back to the page it comes from.
The supplier's confirmation against the order issued, the contract against the standard terms. A difference becomes an alert, not a surprise.
These are the numbers we set in discovery, before writing any code. The starting value is measured on your data, and the prototype is judged against it.
The share that goes straight into the ERP. It grows as rules are added for the most frequent suppliers.
From arrival to registration or to the analysis sheet, including the review of doubtful cases.
Deviations on prices, quantities and dates, and non-standard clauses, found when the document arrives rather than when it is too late.
If almost all documents come from a few suppliers with fixed formats, a direct integration or an EDI feed is more reliable and cheaper. And analysing a contract does not replace a lawyer's opinion: it tells them where to look.
Customers and colleagues ask questions, and the assistant answers using only your documents and the pages of your website. Every answer comes with its source, and when it does not know, it says so.
Manuals, technical sheets and resolved tickets become answers with the source next to them, for the technician on site and for whoever answers the phone.
A free 30-minute call, with no commercial follow-up unless you want it.