Supplier invoices
Header data, amounts, tax fields, due date, payment reference, and line items where needed.
Who SmartDocto is for
For accounting firms
Document processing for accounting firms
SmartDocto brings documents from several clients into one controlled process. It extracts the agreed fields, shows values that need attention, supports client approval, and delivers approved data through a supported channel.
Starting point
Where manual work accumulates
Documents arrive from different clients, suppliers, and channels. Before bookkeeping can begin, staff often repeat the same preparation steps for every file.
- Downloading attachments and uploading them elsewhere.
- Retyping supplier details, dates, amounts, and payment references.
- Looking for missing values, unusual amounts, and duplicate files.
- Sending documents to the client or another responsible person for approval.
- Entering the same data again in the accounting system.
Documents
Documents to test in the pilot
Each document type has its own template and required fields. Suitability is verified on representative samples.
Purchase orders
Order number, supplier, dates, amounts, and other fields defined in the template.
Receipts and other records
Unusual structures and input quality need to be assessed during the pilot.
Proposed process
How SmartDocto can help
The goal is not to remove professional accounting review. It is to prepare the data and direct attention to values and exceptions that need it.
1
Receive the document
The file arrives through web upload, email, API, or an external link. SmartDocto also checks whether the same file was already uploaded.
2
Extract and validate
AI prepares the fields defined in the template. Rules can compare selected values with an ERP or reference source.
3
Review and approve
The user sees extracted values, confidence scores, and validation results. Approval always requires a deliberate human decision.
4
Deliver the result
Approved data can be sent through a configured REST API or SFTP connection, or placed in SharePoint or OneDrive.
Division of responsibility
Automation with human accountability
What SmartDocto can be configured to do
- Define required fields and data types for each document.
- Apply validation rules and flag unusual values.
- Route a document to an approver based on its contents.
- Keep a traceable history of changes, decisions, and delivery attempts.
What remains with the accountant or client
- Judge accounting and tax treatment.
- Add information that is absent or cannot be established reliably.
- Decide how to handle exceptions and explicitly approve the document.
- Configure posting and import in the target accounting system.
Pilot
What to verify in the pilot
The pilot should show whether the process is repeatable and whether prepared data meets the accounting firm's requirements.
Important boundary
SmartDocto does not post invoices. It prepares and delivers structured data through a supported integration channel.
- 1 Representative invoice formats from different clients.
- 2 Required fields and values that must always be reviewed.
- 3 Common exceptions, unreadable documents, and missing information.
- 4 Approval rules, including any client involvement.
- 5 Required output format and delivery channel.
Questions and answers
Frequently asked questions
How can an accounting firm involve a client in approval?
The client receives a restricted external approver account. They see only assigned requests, and each decision is stored under their identity.
Can processing differ for each client?
Yes. Clients can use different templates, required fields, validation rules, and approval workflows. A shared scenario is useful only when the requirements are genuinely the same.
How is approved data delivered to the accounting system?
Data can be sent through REST API or SFTP, or saved to SharePoint or OneDrive. The specific connection is prepared for the import options supported by the accounting system.
Other sectors
Your document type
Where else SmartDocto can help
Pilot with your documents
Test the process on a real sample
We choose one recurring process, configure the required fields, and evaluate both results and exceptions.
Discuss a pilot