Document intake, review of extracted data, approvals, and delivery into the next system.
SmartDocTO goes beyond extraction. It receives the document, prepares data for review, keeps a processing history, and delivers the result to the next system.
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You can upload a file directly in the application. Depending on the setup, the same process can also start from email, an API, or a secure upload link.
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Extracted values appear in the template structure with confidence scores. You can review and correct them before the next step.
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The history records the start and completion of processing, validation, and other events. The team can see what happened to the document.
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Once the configured rules are met, SmartDocTO sends the data through an outbound integration and shows whether delivery succeeded.
Define the fields you need in a template. AI prepares the values, while users see confidence scores and validation results.
Upload PDF, JPG, Word (DOC, DOCX), and Excel (XLS, XLSX) files. The technical processing path varies by format and selected AI model, but the output always follows the fields defined in the template.
Configure sections, fields, data types, and checks for each document type. Every process gets its own output structure.
Users see the extracted value, its confidence score, and the outcome of configured rules. A failed check can stop the process or request user action, depending on the setup.
Template changes are versioned, while field corrections feed into statistics. Teams use this evidence to refine templates and validation rules.
A processing rule can be set to store only. The file is accepted, saved, and searchable in the list, but it skips AI extraction and has no template.
The document detail shows the original file beside the extracted values. Preview supports PDF, images, Excel with sheet switching, and Word.
Choose an intake channel based on where documents come from and who sends them.
Drag individual files or batches into the browser and follow upload progress. Available limits depend on the selected plan and processing model.
Documents can arrive from a connected mailbox or from your system through a secured API. Both channels use the same processing rules as web uploads.
A supplier or client can upload a file through a secured link without access to the internal application. The link can have an expiry date and usage limits.
SmartDocTO compares file fingerprints. It stops a repeated upload of an identical file unless the user explicitly allows an exception.
Once type recognition is enabled for your company, intake settings can split multi-document PDFs into separate documents. Later, process only the parts you pick.
Documents that arrive in one email message get a shared batch label. The label shows as a badge and filters the list, and users can add labels of their own.
Use approvals only where the process requires them. Rules define the responsible people and conditions.
A rule can choose an approver based on document type, amount, supplier, or another extracted value. One document can match several rules.
Assigned approvers receive a notification and see the due date. Once it passes, the request remains open and is marked as overdue.
The assigned approver can delegate a request to another approver, or the owner or an administrator can reassign it. The original approver stays in the history.
Clients or partners approve under their own restricted accounts and see only assigned requests. Each decision is recorded under their identity.
Notifications arrive in the app, by email, and as browser push. Each user turns push on for the specific device they want to use.
For each notification type, users choose an immediate message, a daily or weekly digest, or nothing. The company sets the default and the hour digests go out.
Deliver the result through a format and channel supported by the target system. SmartDocTO does not confirm accounting entries.
Map template fields to the structure an ERP or another system uses. SFTP and the SharePoint/OneDrive connector can send the document alone or the email batch as one PDF.
If a temporary failure occurs, SmartDocTO retries at increasing intervals. An authorized user can also retry a failed delivery manually.
Supplier, cost center, or product lists can be synchronized from an external source and used in validation rules.
Download data as Excel or CSV. Depending on the setup, files and data can also be delivered over SFTP or to SharePoint or OneDrive.
A badge on each document shows how its outbound delivery ended, both in the list and on the detail. Filter the list by delivered, failed, pending, or not sent.
Your company sets one naming pattern from system placeholders and extracted field values. It applies to every output, and each template can override it.
Track the state of the process and identify where corrections, delays, or failed deliveries occur.
Reports cover documents, approvals, AI usage, integrations, and corrections to extracted values. Each area has its own metrics and dimensions.
Build layouts from metric cards, charts, and tables, and save several views for different teams. Each view keeps its own set of cards.
Share a saved view with selected users who have permission to open it. Access stays governed by company membership and user role.
Set a matching key on a template field, such as an order number. Documents that share the same value are linked, and the breakdown shows them.
Filter results by period and compare selected metrics with the previous period. This helps distinguish one-off exceptions from recurring problems.
Request counts, tokens, and response time by model help monitor technical processing usage. Data availability depends on the selected provider.
Access to documents is governed by company and user role. Important events remain available in the history.
Communication uses an encrypted connection and sensitive integration credentials are stored encrypted. Cloud customer data is stored in the EU.
Owners, administrators, approvers, and users have different permissions. External roles separate upload, viewing, and approval from internal access.
Supported processing steps, field changes, decisions, and integration delivery attempts remain traceable on each document.
Every uploaded file passes a ClamAV antivirus scan before processing. Company membership and permissions govern access to it.
Each user can turn on a second factor in their profile using an authenticator app. Backup codes cover the case of a lost device.
Repeated failed attempts temporarily lock the account, and sign-in is rate limited as well. The same protection covers the second factor step.
Use the 14-day pilot to measure extraction, validation, approval, and delivery on your own sample documents.
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