Supplier invoices
Supplier, order, dates, totals, tax fields, and payment references.
Who SmartDocTO is for
For ecommerce
Prepare supplier documents without another manual spreadsheet
SmartDocTO can receive supplier invoices, delivery notes, and claim records, extract the required fields, and prepare exceptions for review. The pilot shows which high volume document types can be handled reliably.
Starting point
Volume turns small tasks into a bottleneck
Even a simple check becomes expensive when it is repeated across hundreds of supplier documents.
- Invoices and delivery notes arrive through several channels.
- Order numbers and supplier details are retyped.
- Claims and corrected documents are hard to link to the original case.
- Duplicate files and missing values require manual searches.
- Prepared data is copied into accounting or operational systems.
Documents
Documents to include in a pilot
Start with one recurring document family and include both standard and difficult examples.
Delivery notes
Order, shipment, product, quantity, and delivery information.
Claim records
Case number, supplier, goods, reason, amount, and related references.
Proposed process
How supplier data is prepared for the next system
SmartDocTO works as a processing layer between the incoming document and the system where the company keeps its accounting, stock, or other records.
1
Collect documents
Documents can arrive by email, web upload, an external link, or API, depending on the process you choose.
2
Extract
Each document type has its own field structure, and every extracted value carries a visible confidence score.
3
Validate and review
Rules flag values that fail a condition. Duplicates are handled at intake: SmartDocTO recognizes a previously received identical file by its fingerprint and rejects it with a reference to the original document. Documents sent through an external link do not go through this check.
4
Deliver
After any required approval, the data or the file is sent through a supported channel to the target system.
Division of responsibility
Automation does not replace commercial judgement
What SmartDocTO can be configured to do
- Receive and extract supplier documents according to their templates.
- Recognize a previously received identical file at intake, except for external links.
- Validate selected values and route exceptions for review.
- Approve documents, keep the history, and deliver data through a supported integration channel.
What operations or finance must decide
- Whether goods and services were actually received.
- How to resolve a claim, price difference, or missing delivery.
- Whether an exception is acceptable.
- The final accounting and commercial treatment.
Pilot
What to verify in the pilot
Measure the process on the formats that drive most of the workload, not only on ideal examples.
Important boundary
High volume alone is not enough. Stable identifiers and clearly defined checks determine whether the process is suitable.
- 1 Frequent suppliers and document layouts.
- 2 Required order and product references.
- 3 Duplicate, correction, and claim scenarios.
- 4 Exceptions that need a person.
- 5 Required output and target system constraints.
Questions and answers
Frequently asked questions
Which supplier documents can an online retailer process?
Typical scenarios include supplier invoices, purchase orders, delivery notes, and claim records. Each document type has its own required fields, checks, and next processing step.
How are duplicate documents handled?
At intake it compares the file fingerprint and rejects a previously received identical file with a reference to the original document. One intake channel is excluded: files received through an external link are not compared against earlier submissions. It does not recognize two different files that carry the same business content.
How is processed data delivered to the next system?
After review or approval, data can be sent to an ERP or accounting system through supported integration channels. High volume document flows can enter through API or an email integration.
Other sectors
Your document type
Where else SmartDocTO can help
Ecommerce pilot
Test the documents that consume the most time
We select one recurring flow and measure extraction, corrections, and exception handling.
Discuss a pilot