Supplier invoice
Supplier, order, dates, totals, currency, tax fields, and items.
Who SmartDocTO is for
For manufacturing and logistics
Connect invoices, orders, and delivery documents
SmartDocTO can process a supplier invoice, a purchase order, and a delivery note as separate templates, link related documents by an exactly matching value in a configured matching key, and run validation rules over selected fields.
Starting point
Connected systems still receive unstructured documents
An ERP may contain the order and receipt, while the invoice still arrives as a PDF. People bridge that gap by retyping and comparing values.
- Order and delivery references are searched manually.
- Supplier names and product codes differ between documents.
- Quantity and price differences need investigation.
- Approvals depend on operations, purchasing, and finance.
- The final output must match the ERP import interface.
Documents
Documents in one review scenario
Each document has its own template. The same value in a shared field, such as the order number, brings related documents together on screen, and validation rules can use it to compare selected values.
Purchase order
Order number, supplier, product, quantity, price, and delivery terms.
Delivery note
Shipment, order, product, quantity, date, and receiving reference.
Proposed process
How the documents can be linked
This is not universal three way matching without configuration. You need to define what connects the documents, which fields are compared, and how tolerances and exceptions are handled.
1
Process separately
The invoice, purchase order, and delivery note are extracted with their own templates into structured fields.
2
Link the documents
A matching key, such as the order number, connects documents from different templates by an exactly matching value. Related documents then appear directly on the document detail, and you can break down reports by them.
3
Validate
Rules can check that a related document exists and compare selected values. They search across all documents in your company that carry the same value in the chosen field, or only among the attachments that arrived in one email, or they compare the value with a reference source.
4
Approve and export
A responsible user assesses the exception. Once approved, the data can be delivered through a supported channel to an ERP or another system.
Division of responsibility
What has to be defined before rollout
What SmartDocTO can be configured to do
- Separate templates and fields for different document types.
- A matching key that brings related documents together on the document detail.
- Validation rules for the presence of a related document and for comparing selected values.
- An approval flow, the decision history, and delivery of structured data.
What purchasing, logistics, or finance must decide
- Whether goods were received in the stated quantity and quality.
- How to resolve price, quantity, or delivery differences.
- Whether an exception should be accepted.
- How the ERP records the transaction.
Pilot
What to verify in the pilot
Focus on one supplier or document family with stable references and known exception cases.
Important boundary
SmartDocTO can link documents that share the same value and compare selected fields across the documents in your company. Full three way matching has to be designed and verified for your specific process.
- 1 Order and delivery identifiers present on documents.
- 2 Fields required by the ERP import.
- 3 Product and supplier code differences.
- 4 Tolerance rules and exception ownership.
- 5 Authentication and output format supported by the target system.
Questions and answers
Frequently asked questions
How does SmartDocTO compare an invoice, purchase order, and delivery note?
A rule looks up related documents by the same value in a chosen field, such as the order number, and compares selected fields. How well the scenario works depends on the quality of the identifiers and the availability of the required data.
Can a price or quantity tolerance be configured?
Yes, when the values are available in processed documents or reference data. A rule flags a difference according to the agreed condition and assigns it to the responsible person.
How is document data connected to the ERP?
SmartDocTO supports REST API, SFTP, and SharePoint or OneDrive. The specific integration is designed for the ERP import interface or an existing middleware layer.
Other sectors
Your document type
Where else SmartDocTO can help
Manufacturing and logistics pilot
Test the links between your documents
We verify identifiers, required fields, exceptions, and the output expected by your system.
Discuss a pilot