What SmartDocto Does
From document upload to data export into your system.
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, scanned documents, phone photos, Excel, Word, CSV and more. We process what you work with every day.
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. See which fields AI handles well and where it makes mistakes. Trends show improvement.
Document Naming
Unified document naming by pattern: type, date, company, sequence number. Pre-built or custom patterns.
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.
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.
Approval Workflow
Rules decide who approves. The system monitors deadlines and escalates.
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, deadline, and escalation target.
Escalation & Reminders
When an approver doesn't respond, the system automatically sends a reminder. 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 approves via a link. No account, no installation. Everything in the audit log.
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
Excel (.xlsx), CSV, JSON. Manual export from the app or automatic to SharePoint, OneDrive, SFTP.
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 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 without an 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?
How accurate is AI data extraction?
How does the approval workflow work?
Can I export data to an ERP or accounting system?
How is document security ensured?
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