DocTrace — invoice & form data extraction
Invoices, forms and delivery notes get read, checked and posted into the systems that own them — instead of retyped by hand.
In the queue 38 today
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InvoiceINV-2291
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Purchase orderPO-4471
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New starterOnboarding–Rai
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Delivery noteDN-7730
Step 1 · Intake
- 14Email
- 9Office scanner
- 11Web form
- 4Shared drive
Four channels, one queue. Nothing sits waiting for somebody to notice it.
Step 2 · Classify
- Invoice98% ✓
- Purchase order96% ✓
- Onboarding form99% ✓
- Delivery note91% ✓
Type first, fields second — an invoice and a new-starter form have almost nothing in common.
Step 3 · Extract INV-2291
- VendorHimal Supplies ✓
- Invoice no.INV-2291 ✓
- Net · Tax64,200 · 8,346 ✓
- Due date12 Sep 2026 ✓
A new-starter form would read out a different set entirely — start date, department, emergency contact.
Step 4 · Validate
- 6 fieldsConfident ✓
- Tax IDHandwritten · 64% ⚠
- Total checkOff by 0.02 ⚠
- Sent for review2 of 8 fields
Nothing is written until it passes your checks. A person only ever opens the flagged ones.
Step 5 · Post to your systems
- AccountingBill created — INV-2291 ✓
- ERPPO-4471 matched to receipt ✓
- HR systemEmployee record created ✓
- InventoryStock movement logged ✓
Every write links back to the page it came from, so any figure can be traced to the document that produced it.
DocTrace
the documents your team retypes by hand — invoices, forms, applications, records — get read by AI instead, which pulls out the right fields and posts them into the system you already use.
You know this one: paperwork reaches you five different ways, and somebody opens each file and retypes the same handful of fields into whichever system needs them. It is the kind of work nobody puts on a job description, and a mistyped digit does not surface until month-end. What changes: the documents get read, checked and filed automatically — and the only ones a person opens are the ones the system flagged.
- Intake
- Classify
- Extract
- Validate
- Post
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Intake
Documents arrive the way they already arrive — as email attachments, from the office scanner, through a web form, as a photo somebody took on their phone. They land in one queue instead of four.
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Classify
Before anything is read, each document is sorted by what it actually is. This matters more than it sounds: the fields worth pulling off an invoice are nothing like the ones on a new-starter form, and guessing wrong wastes the whole step.
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Extract
Now it reads. Each document type has its own field set, tuned to your actual paperwork — a vendor, a net, a tax figure and a due date on an invoice; a start date, a department and an emergency contact on a new starter.
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Validate
Every field carries a confidence score, and the numbers are cross-checked against each other. A handwritten box it cannot quite read, or a total that does not add up, stops here and waits for a person rather than quietly becoming your data.
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Post
The finished record goes to the system that owns it — invoices to accounting, purchase orders to your ERP, new starters to HR, delivery notes to inventory. One queue in, four systems out, no retyping in between.
- Document workflow audit
- Field-extraction tuned to each of your document types
- Auto-population into every destination system
- Confidence thresholds and a review queue you control