Inbound Documents,Structured and Checked
Invoices, purchase orders, delivery orders and customs forms turned into structured records in your system — extracted automatically, checked against your rules, and reviewed by a person wherever the system is not confident.
Counted, not claimed
9
Document types supported
4
Ingest channels
6
Accounting & ERP targets
Human review on every low-confidence field
CHALLENGE & APPROACH
The problem, and how we solve it
Documents arrive as email attachments, scans, photos and PDFs, and someone re-types them into the system of record. It is slow, it is where the errors come from, and it scales only by hiring. The tools that promise to fix it usually promise full automation — then quietly hand back a pile of wrong data with no way to tell which parts to trust.
- Supplier invoices re-keyed by hand, then reconciled by hand when they do not match
- Line items retyped one row at a time from a scanned delivery order
- No way to tell which extracted values are reliable and which need checking
- Duplicate invoices paid twice because nothing checks before the record is created
Documents are classified, read, and turned into structured fields with a confidence score attached to every value. Your validation rules run before anything is created — required fields, formats, arithmetic, master-data lookups. Anything confident and valid flows through; anything else lands in a review queue where a person sees the document and the extracted fields side by side. We sell 95% accuracy with human review, not full automation, because the second claim is not true of anyone.
- Every extracted value carries a confidence score — you always know what to trust
- Line items extracted as tables, not just header fields
- Your validation rules run before a record is created, not after it is wrong
- Review queue shows the document and the fields together, with click-to-highlight source
- Duplicate detection before the invoice reaches your ledger
- Finance teams processing high volumes of supplier invoices
- Logistics and freight operators handling delivery orders, bills of lading and customs forms
- Distributors matching purchase orders against goods received
- HR and legal teams extracting structured data from resumes and contracts at volume
- Any team where a person re-types a document into a system every day
- Businesses that need the accuracy measured, not asserted
KEY FEATURES
What Document Data Extraction does
Four ways in
- Monitored email inbox via IMAP or Microsoft Graph
- Watched folder on a network drive or cloud storage
- Drag-and-drop upload, plus a direct API endpoint
Nine document types
- Invoice, purchase order, delivery order, receipt
- Bill of lading and customs forms for freight
- ID and onboarding documents for customer setup
- Resumes and contracts, for HR and legal document flows
Line-item extraction
- Full line-item tables, not just header totals
- Handles multi-page documents and split tables
- Quantities, units and prices mapped per row
Confidence scoring
- A score on every field, not just the document
- Threshold configurable per document type
- Below threshold routes to human review automatically
Validation rules engine
- Required fields and format checks per document type
- Arithmetic checks — line items must sum to the total
- Master-data lookups: does this supplier actually exist?
Human review queue
- Document and extracted fields side by side
- Click a field to highlight where it came from
- Approve, edit or reject in one pass
Duplicate detection
- Catches repeat submissions before a record is created
- Matches on supplier, number, date and amount
- Flags near-duplicates for a human decision
Field mapping & push
- Map extracted fields to your target system, per document type
- Push via accounting or ERP API, or export to CSV
- Approval gate before anything writes to your ledger
Exception dashboard
- What is stuck, why, and how long it has been waiting
- Weekly accuracy report against your baseline
- Per-document-type breakdown so you can see what is drifting
- Learns from your corrections — an example store per document type, per tenant
- Multi-language extraction: Bahasa Malaysia, English, Mandarin, Tamil
- Handwriting on delivery notes
- Supplier-specific templates derived automatically after enough documents
HOW IT WORKS
How it works
Ingest
Documents arrive from a monitored inbox, a watched folder, a manual upload or your own system calling the API. Nothing changes about how your suppliers send them.
Classify & read
The document type is identified, the page is cleaned up — deskewed, denoised — and the text and tables are read, including from scans and photos.
Extract & score
Fields and line items are extracted against the schema for that document type, and every value gets a confidence score.
Validate
Your rules run: required fields, formats, arithmetic, supplier lookups, duplicate checks. Failures and low-confidence values are routed to review rather than pushed through.
Review & push
A person clears the queue with the document beside the data, then approved records are written to your accounting system or ERP. Nothing reaches your ledger unapproved.
INTEGRATIONS
Connects to what you already run
Accounting & ERP
- SQL Accounting
- AutoCount
- Xero
- QNE
- MYOB
- MS Dynamics BC
Built in this order — ask where your system sits in the queue.
Document sources
- Microsoft 365 / Graph
- IMAP mailboxes
- Network folders
- SFTP
- REST API
Export
- CSV
- Custom REST endpoint
Running something that isn't listed? Tell us what it is — anything with an API or a read-only database view can usually be connected.
TRUST & CONTROLS
Built for the audit, not just the demo
Confidence, not assertions
Every field carries a score and every low-confidence value goes to a person. We quote 95% with human review — treat any vendor quoting 100% automated with suspicion.
Baseline measured before go-live
We capture your current error rate and handling time during discovery. Without a baseline taken beforehand, no one can prove what the system changed.
Data residency
Malaysia, Australia or Singapore — set per tenant. No cross-region data movement, ever.
Audit log
Every read and write of your data is logged, exportable, and retained to your policy.
Human approval gate
Nothing writes to your system of record without someone approving it. That is a product rule, not a setting.
PII handling
No personal data in logs. Prompts are redacted before they are stored, and credentials are isolated per tenant.
WHERE IT FITS
Who runs this, and why
Accounting & shared services teams
Processing documents on behalf of many entities, where the same rules apply but the source systems differ.
HOW WE DELIVER
What happens after you get in touch
- 01
Discovery
A paid diagnostic that maps your systems, takes a real data sample, and captures the baseline metric. Without a baseline measured before go-live, no one can prove what changed afterwards.
- 02
Configure
Connectors, field mappings, validation rules and templates set up against your systems — configured for how you actually work, not rebuilt from scratch.
- 03
UAT & parallel run
The system runs alongside your existing process for two to four weeks. You see the delta on your own data before anything is switched over.
- 04
Handover
Training, a runbook and documentation — plus the admin UI, so your team can change mappings and rules without coming back to us.
We'll come back to you within 48 hours.
Start Your Project
Let's work together,
get started.
Tell us about your project. We'll respond with a tailored proposal within 48 hours — no templates, no salesperson.
- No commitment required
- Response within 48 hours
- Signed NDA on request
Ready to take your business to the next level? Send us a message and see how we can help.