Invoice and delivery note OCR that books documents into your ERP without retyping
Invoice OCR and accounts payable automation: supplier invoices, delivery notes and service acts from email, e-invoicing portals or scanners become draft bookings in your ERP. The system matches supplier, items and totals, and flags anything doubtful for your accountant.
What hurts
Your accounts team keys in supplier invoices and delivery notes by hand every day. Every supplier has its own layout, item names and quirks. At month end it becomes a backlog.
Supplier item names never match your item master. Someone looks up the mapping manually each time. One wrong code distorts cost of goods and stock levels.
Some documents arrive on paper, some as PDF by email, some through an e-invoicing portal such as KSeF in Poland. There is no single place showing what arrived and what is already booked.
What we build
- Collection from email, e-invoicing portals, scanner folders and messengers
- Recognition of header data, line items, VAT and totals
- Supplier lookup by VAT ID and match against your vendor master
- Mapping of supplier item names to your item master, learning from corrections
- Checks on totals, VAT and purchase order match
- Draft documents created in Odoo, SAP, Dynamics or a local ERP via API
- Review queue for accountants with doubtful fields highlighted
What you get
- Configured invoice OCR system integrated with your ERP
- Editable item mapping table
- Source code and access credentials
- Daily report: received, booked, waiting
- User guide and training for the finance team
How we measure the result
- Share of documents booked with no manual entry
- Time from receipt to draft in the ERP
- Item mapping corrections per week
- Discrepancies found at month end close
Systems and stack
Industries
Questions
How much does invoice OCR cost?
From $5,000. The price depends on the number of supplier layouts, scan quality, your ERP setup and the number of document sources. We give a fixed estimate within 2–3 days after discovery on your own documents.
Which accounting systems do you support?
For EU and Poland clients we connect Odoo, SAP, Microsoft Dynamics and local ERPs through their APIs. In Ukraine we work with BAS and Vchasno. Custom systems are fine if they have an API or a file exchange.
Does the system post documents on its own?
By default it creates drafts and your accountant posts them. Once you trust the quality, you can allow auto posting for reliable suppliers. Doubtful documents always go to review.
What about handwriting and poor scans?
OCR can fail on poor scans and handwriting. The system marks those fields as uncertain and never books them without a person. We also give simple scanning guidelines that noticeably reduce errors.
What happens after launch?
For the first weeks we monitor quality and retrain the item mapping. After that we offer SLA support for new suppliers, layout changes and ERP updates. You own the code and access, so your own team can maintain it too.
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