Platform Features

What SmartDocto Does

From document upload to data export into your system.

SmartDocto document processing dashboard

AI Extraction

AI Reads Documents for You

Set up a template with the fields you need. AI extracts data from every document and shows its confidence level.

Supported Formats

PDF and images (JPG, PNG, TIFF). Excel (.xls, .xlsx) we convert to image before processing. Phone photos go through the same path as a scan.

Document Templates

Visual designer for setting up structure. Sections, fields, validation. Start from a pre-built template.

Quality Control

Each field has an extraction confidence score. Validation rules on the template automatically catch incorrect data.

Template Versioning

Every change is versioned. Compare two versions, see what changed. Roll back to a previous state anytime.

Accuracy Tracking

Per-field correction stats highlight which fields need attention. Trends show improvement.

Document Naming

Unified document naming by pattern: type, date, company, sequence number. Pre-built or custom patterns.

Upload

Document Upload

Drag & drop, email, API, or a link for an external partner.

Drag & Drop

Drag files directly into the browser. One by one or in bulk, with upload progress.

Email

Connect your email or a shared mailbox. The email body can be converted to PDF and processed as a document.

REST API

Document upload via API including access token management. For integration with your systems.

Upload Link

Send your supplier a secure link. One-time access or with configurable limits.

Duplicate Detection

Automatic file fingerprint check. A duplicate document won't pass unless you allow an exception.

Document Groups

Organize related documents into groups. Assign documents to groups from the document detail page.

Approvals

Approval Workflow

Rules decide who approves. The system tracks deadlines and flags overdue requests.

Approval Rules

Set conditions: amount over 100,000 goes to the director, new supplier goes through compliance.

Independent Rules

Multiple approval rules per document type. Each rule with its own approver and decision deadline.

Overdue Tracking

When an approver doesn't respond by the deadline, the request is flagged as overdue in the dashboard. All with timestamps in the history.

Delegation

During absence, delegation to a substitute. No delays in the approval process.

Validation Rules

Conditions on extracted data: amount in range, supplier exists in reference data. 20+ operators.

External Approvers

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

Integrations

Connect to Your Systems

Data goes where you need it. Automatically, with a complete log.

Export to Systems

Send extracted data to ERP, accounting, or any other system. Map fields to the target system format.

Authentication

API Key, Bearer Token, Basic Auth, OAuth 2.0 Client Credentials, custom headers. Set up authentication directly in the wizard before verifying the connection.

Automatic Retry

On failure, the system retries with increasing intervals. Failed deliveries can also be retried manually.

Reference Data

Sync supplier lists, cost centers, or product codes from an external system. Validation during extraction.

Delivery History

Complete log: success/failure, HTTP codes, response bodies, timestamps. Nothing gets lost.

Data Export

Manual export from the app to Excel or CSV. Automatic delivery to SharePoint, OneDrive or SFTP depending on the integration setup.

Reporting

Reporting & Dashboards

Dashboards, KPI metrics, automatic alerts. Data on documents, approvals, AI usage and integrations.

Custom Dashboards

Drag-and-drop widgets: bar, line, pie charts, KPI cards, tables. Multiple saved views for different teams.

4 Data Sources

Documents, approvals, AI usage, integrations. Each source with its own metrics and grouping dimensions.

KPI Metrics

Total documents, processing success rate, pending approvals, average turnaround time. Comparison with previous period.

Reporting Dashboard

Configurable dashboard with widgets, presets, sharing and period picker. KPI cards, trends, dimensions. No manual widget setup needed.

Time Periods

Switch between 7 days, 30 days, 90 days, 1 year. Trends and period-over-period comparison in one click.

AI Usage

Track tokens, request count and response time by AI model. Overview of processing costs.

Security

Security and Control

GDPR, encryption, roles, audit trail. Your data under control.

Data Protection

Communication via encrypted connection, sensitive data encrypted in database. Cloud plan data stored in the EU.

4 Internal Roles

Owner, administrator, approver, user. Each role has precisely defined permissions.

3 External Roles

External uploader (uploads via link), external viewer (reads shared documents), external approver (approves under a restricted account).

Audit Trail

Who approved what, when and why. Full document history from upload to export. Who edited which field.

Antivirus

Every uploaded file goes through antivirus scanning (ClamAV) before processing.

Multi-tenant Isolation

Each company's data is strictly separated. Isolation at both database and document storage level.

Frequently Asked Questions

What document formats does SmartDocto support?

AI processes PDF and images (JPG, PNG, TIFF) directly. Excel (.xls, .xlsx) is converted to an image before extraction. Every file goes through an antivirus check (ClamAV) before it reaches the AI. The maximum file size is set by your plan.

How accurate is AI data extraction?

Every field has a reliability score that reflects how certain the AI is about its result. Validation rules (required values, format, validation against reference data) automatically flag incorrect fields for review before approval. Users can correct a field and the correction is recorded in statistics, so you can see where the AI gets it wrong and where it improves.

How does the approval workflow work?

A rule set defines conditions (document type, amount, supplier), approvers, and the decision deadline. The assignee is notified once at assignment, with the due date shown. If the deadline passes without a decision, the request is flagged as overdue in the dashboard and waits for a person, with no automatic reassignment. External approvers (client, supplier) get a full account with a restricted role, not a one-off link, so the audit trail keeps a persistent identity.

Can I export data to an ERP or accounting system?

Automatically via outbound integrations, which send extracted data to your system after approval. We support common authentication methods including OAuth 2.0. If the target system is unavailable, the delivery is retried. Manually, data can be downloaded as Excel or CSV from the Exports page.

How is the security of documents and integrations ensured?

All communication is encrypted. Sensitive data in the database (for example integration credentials) is encrypted. Each company's data is strictly separated. The audit trail records every user action. In the cloud variant, data is stored in the EU.

How to get started? | How much does it cost? | How automated invoice processing works | Guides

Try It Out

Upload Your First Document

Full functionality from day one. We set up your environment, you upload an invoice and see the extracted data.

Try for free

GDPR Compliant

EU Data Hosting

Complete Audit Trail