Processing for business documents

Invoices, purchase orders, timesheets. AI reads them, the system approves, and the data goes straight to your ERP.

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Per-field correction tracking with accuracy stats
Custom structure for each document type
Interface in 5 languages

What is SmartDocto?

SmartDocto is a cloud platform for automatic processing of business documents using artificial intelligence. It extracts data from invoices, contracts, timesheets, and other documents, automates approval workflows, and integrates with your ERP or accounting system.

How much time do your people spend retyping data?

An invoice arrives by email. Someone opens it, reads the supplier, amount, due date, manually retypes it into the system. Then forwards it to a colleague for approval. They forget. Someone reminds them. The data finally makes it to the ERP three days later, with a typo in the tax ID. This happens constantly in companies.

Who is SmartDocto for

Wherever documents are retyped manually into a system, SmartDocto saves time and eliminates errors.

Accounting firms

Hundreds of invoices per month from dozens of clients, each with a different format. AI reads them all.

IT and outsourcing

Timesheets and invoices from contractors. Approval workflows, hour verification, export to accounting.

Construction

Subcontractor invoices, handover protocols, work completion reports.

E-commerce

Supplier invoices, delivery notes, return protocols. High volume, need for speed.

Manufacturing and logistics

Supplier invoices, purchase orders, delivery notes. Connected to ERP and accounting systems.

Retyping documents manually? SmartDocto works for any document type.

From document to data in 4 steps

A document arrives by email, via API, or someone uploads it. AI extracts the data and you see the result immediately.

1

Upload document

Drag & drop, email, API or external link. PDF, scan, photo, Excel. The system automatically detects duplicates.

2

AI data extraction

AI reads the document and extracts data according to your template. Invoice number, date, amount, line items. The system checks data quality and shows its confidence level.

3

Approval

Rules determine who approves based on document content, amount, or supplier. Per-rule decision deadlines, overdue tracking in the dashboard, and delegation when an approver hands off.

4

Export to system

Data goes automatically to your ERP, accounting, SharePoint, OneDrive or via SFTP. Connected to your systems with a full log of every export.

Collaboration with external partners

Your partners don't need to be in your system to collaborate on documents with you.

Upload link

A supplier uploads an invoice via a link. No account, no password. The document goes straight to processing.

Viewer link

An auditor or client opens a document in their browser. They see exactly what they need, nothing more.

External approval

A client or partner gets a restricted approver account through a team invitation, sets a password, and approves while signed in. No installation. Everything in the audit log.

Approval based on content, not chance

The system decides who should approve a document based on what's in it.

Approval rules

Amount over 100,000? Goes to the director. New supplier? Goes through compliance. Set up rules yourself, no coding needed.

Overdue tracking and delegation

When an approver doesn't respond by the deadline, the request is flagged as overdue in the dashboard for a person to act on. An assignee can delegate a request to a substitute.

Reference validation

Data verification against registries, your ERP, or custom tables. Validation rules automatically block bad data.

AI that improves with every document

You define what to extract from each document type. The system tracks how accurately AI performs and helps you fine-tune extraction over time.

Tailored templates

Set up what data you need from a document. Invoice number, date, amount, line items. Each document type has its own structure.

Change history

Every template update is versioned. Compare two versions to see exactly what changed. Roll back to a previous state anytime.

Accuracy tracking

See which fields AI handles well and where it makes mistakes. Trends show whether accuracy is improving. A small template tweak can eliminate an entire category of errors.

Guides

Before you start, read this

Two guides on invoice automation and the approval workflow. Concrete procedures, real scenarios, and what SmartDocto cannot do.

12 min read · For accounting firms and finance departments

Invoice Processing Automation: A Complete Guide

What manual processing costs you, how modern AI extraction works, how it differs from OCR, and how to calculate ROI on your own numbers.

Read guide
10 min read · For accounting firm leaders

Approval Workflow in Accounting: How to Set It Up

Four required components of every workflow, typical failures of manual approval, and what SmartDocto in this area actually can and cannot do.

Read guide
Analytics

Reports that drive decisions

How many invoices arrived this month? What is the average contractor rate? Who is waiting for approval? Answers are in charts, not spreadsheets.

Reporting

Configurable reporting dashboard with widgets, presets and sharing. Configure what to track and the system generates reports without manual work.

Configurable dashboard

Build your own widget layout. Bar, line, pie charts, data tables. Multiple views for different teams.

Document data insights

Aggregations over extracted fields. Invoice totals by supplier, contractor rates, hours worked. Filtered by time period.

Full control over every document

Every version, every approval, every change. From document arrival to data export.

Complete audit trail

Who approved what, when, and why. Timeline of every document from upload to export. Who edited which field and for what reason.

Duplicate detection

The system recognizes the same document based on content and key fields. A duplicate invoice won't pass.

System connectivity

Receive documents via web upload, API, or email. Export data to your ERP or accounting. Everything is logged.

Frequently Asked Questions

Frequently Asked Questions

How does SmartDocto handle an invoice from intake to export?
You send the invoice to a company mailbox, upload it through the web, the API, or a shared link for external suppliers. AI extracts the fields from a template, validation rules catch errors, and the document goes through an approval workflow with per-rule deadlines and overdue tracking. After approval, the data is sent to your ERP via REST API with automatic retries on failure.
Who is SmartDocto for?
For companies that process tens to thousands of structured documents per month, invoices, purchase orders, delivery notes, timesheets. It fits accounting firms, manufacturing companies, and trading businesses with multi-step approvals.
Is SmartDocto a document management system or an invoice automation tool?
SmartDocto is an AI invoice and document processing platform, not a passive file archive. A traditional document management system stores and organises files. SmartDocto reads the document, extracts each field with AI, validates it against rules and reference data, routes it through an approval workflow, and delivers the structured result to your ERP or accounting system. If you only need to store files, a document management system is enough. If you need the data inside those documents turned into approved, system-ready records, that is what SmartDocto does.
What makes SmartDocto intelligent rather than plain OCR scanning?
Plain OCR converts an image into raw text and leaves you to find the right values. SmartDocto uses AI extraction (Azure AI Foundry) that maps the document to a template, returns each field separately, and attaches a confidence score from 0 to 100 to every value. Fields below your configured threshold are routed to manual review instead of passing silently. Validation rules and reference lookups (for example a business or VAT registry) catch errors before approval, and every correction is recorded to track extraction accuracy over time.
Which documents can SmartDocto read?
PDF and images (JPG, PNG, TIFF) are processed directly by AI. Excel (.xls, .xlsx) is converted to an image before extraction. For each document type we create a template with the fields you need for export to your ERP.
How quickly can you onboard us?
We prepare the pilot environment within one business day, so you can start uploading real documents right away. Templates, approval rules, and ERP connections we tune together within two weeks.
How does SmartDocto protect data?
Encrypted connections (TLS), sensitive data encrypted in the database (for example integration API keys), strict per-company data isolation, antivirus scan of every file (ClamAV), and a full audit log of every action. Data is stored in the EU, and the platform is GDPR compliant.
How much does SmartDocto cost and what is included?
Three plans by document volume and team size, all including AI extraction, the approval workflow, ERP integrations, and user support. Current prices and a plan comparison are on the Pricing page. The pilot is free with no commitment.
No commitment

See your own invoices extracted in minutes

Tell us what documents you deal with. We'll configure AI extraction for your document types, you upload your first invoice and see the extracted data. Full functionality including approvals and export.

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GDPR Compliant
EU Data Hosting
Complete Audit Trail