How the process works

The entire process typically takes 1 to 2 weeks. We guide you through every step.

01

Registration

Fill out a short form and we will set up your pilot environment within one business day. Full functionality from day one, no trial limitations.

02

Initial meeting

Online or in person. We review your documents, processes, and integration needs. We recommend a specific deployment plan so you see results as quickly as possible.

03

Analysis and plan selection

Based on your documents, we design templates, validation rules, and integration scenarios. We select the right plan: cloud, private cloud, or on-premise.

04

Setting up your environment

We configure the platform for your document types, set up templates, approval rules, and integrations with your systems. Typically within 2 business days.

05

Team training

We train your team and external partners. Each role gets a tailored guide: users learn uploading and data review, approvers learn workflows, admins learn template and integration management.

06

Pilot with real documents

You start processing real documents in pilot mode. We monitor extraction accuracy, fine-tune templates and validation rules. Dashboards show processing stats, costs, and trends. Once everything is fine-tuned, we switch to production.

07

Ongoing support and development

The partnership does not end at deployment. We help with new document types, rule adjustments, and connecting additional systems. We regularly evaluate accuracy and suggest optimizations.

Frequently Asked Questions

Frequently Asked Questions

What does the first week in SmartDocto look like, step by step?
On the first business day you get a pilot account with full functionality. On the second day, during the discovery call, we walk through your documents and processes. The onboarding team then configures templates for your invoice types, processing rules, and the first inbound channel (web upload, email, or API key) in the pilot. The approval ruleset and outbound integration to your accounting system are added in week two, based on what extraction produced on your real invoices.
What do you need from us to start the pilot?
Three things: 5 to 10 sample documents of each type you want to automate (different suppliers, different formats, ideally a few edge cases), a contact who knows your approval process and limits, and optionally access to the target accounting system (REST API endpoint, SFTP, or SharePoint folder). Without system access the pilot still runs, you just will not see the export into your accounting system.
Do I need a credit card or a contract to start the pilot?
No. The pilot runs for 14 days with full functionality, no credit card, and no automatic conversion to a paid plan. You upload your own documents, see real extraction quality on your data, and only then decide whether to continue. If the pilot ends without an order, the pilot environment and uploaded documents are deleted per the retention schedule in our privacy policy.
How quickly can you configure a template for a non-standard document type, for example a timesheet or a return protocol?
Templates are created under Settings, section Document Templates. You define fields, extraction type, and validation rules. The onboarding team builds a standard template for a timesheet, delivery note, contract, or return protocol within two business days based on your samples. Templates are versioned, so you can change fields without losing old extractions. There are no pre-existing presets for specific document types in the product. Each template is configured to your fields during onboarding.
How does training work and who needs to learn?
Training is split by role. Owner and Administrator learn template management, processing rules, and integrations (typically 2 hours). Approver, internal APPROVER or external EXTERNAL_APPROVER, learns the approval queue, the AWAITING_INFO state, and escalations (45 minutes). User learns uploading and reviewing extracted data (30 minutes). EXTERNAL_UPLOADER and EXTERNAL_VIEWER do not need training. They get a guided link with a minimal UI.
What happens after the pilot if we decide to continue?
The pilot account converts to production on the chosen plan, with no interruption and no reconfiguration. Configured templates, processing rules, approval rulesets, and integrations survive the transition. From that point the account has data limits per the plan (documents per month, internal users, external approvers). Plans can be upgraded at any time. Downgrades take effect from the next billing period.
Detailed feature overview How much does it cost?
Ready to start?

Schedule a free consultation

We will show you how SmartDocto can automate document processing in your company.

Try Free Book a Demo
GDPR Compliant
EU Data Hosting
Complete Audit Trail