Inovai / Document extraction
Invoices, certificates and orders by hand?
AI extracts, checks against rules and writes the data. People handle only the exceptions.
Invoice against order and contract
SupplierOcel Morava s.r.o.in ERP
OrderPO-48213found
Items12 of 12matched
Item 71,248 / pc, ordered 1,200+4%
Due date14 daysper contract
A person decides
1 exceptionItem 7 price 4% higherRule: a deviation above 2% goes to purchasing for approval.
11 items confirmed in one go, export to ERP after approval
Problem
Retyping documents costs hours, and errors are found too late.
What we’ll do
Extraction, checks against rules and exceptions for approval.
Result
At Favex, over 10,000 certificates without retyping.
What exactly we do
Accountants handle deviations, not retyping.
Intake and extractionMultiple invoices in one PDF are split. Header and line items: prices, quantities, VAT, due date.
Matching with the orderLine by line against the order and delivery note. Typos, duplicates and prices that differ from the order are flagged.
Approval and exportAccountants confirm invoices without deviations in one go, and the data goes to the ERP. Limits and approval matrices live in the workflow, not in someone’s memory.
Documents where values are checked against a standard or contract.
Value extractionChemical composition, mechanical properties and tests from tables. For contracts: parties, dates, amounts and clauses.
Check against the standardLimits by material class and thickness, including exceptions from the standard’s notes. For delivery notes, a match with the order.
Source for every decisionWhat was in the PDF and what the standard says stay with the record. The operator confirms and the data goes to the ERP.
From email through the order to production documents.
Enquiry from emailAI reads the email and attachments and pulls out items, quantities, dates and drawings. It asks for any missing details.
Order against quoteCompares the order with the quote and price list. Flags differences in price, quantity or date to the sales rep.
Production documentsFrom a confirmed order it prepares a bill of materials or production order in your system’s format. One trail from email to production order.
Extracting isn’t enough. Every value has to match the order, standard or contract.
Against the ERPIs there an order, supplier, item and price? Discrepancies are flagged before anything is posted.
Against standard and contractLimits, classes and conditional rules, including exceptions in footnotes. Agreed prices, discounts, dates and penalties.
Exceptions for approvalWhatever the rules don’t cover goes to a person, with context and a proposal. Their decision is recorded and helps next time.
How it works
From receiving the document to writing it to the ERP, with a person handling exceptions.
Email
Step 1IntakeEmail, upload, EDI or folder. A PDF containing several documents is split automatically.deviation
OrderfoundItems12 of 12Item 7+4%
Step 3CheckAgainst the order in the ERP, the standard’s limit or the contract. Discrepancies are flagged.11confirmed in one go
Step 4Confirmation and exportDocuments without warnings are confirmed by the operator in one go. Data goes to the ERP via API or file.Verified by a humanAt Favex, a steel trader, over 10,000 mill test certificates in 12 languages have gone through this workflow. The operator decides on exceptions.
Is OCR enough?
OCR reads characters, but it doesn’t notice that the price doesn’t match the order or that a value exceeds the standard’s limit. Extraction with checks does exactly that second step.
A new format from a new supplier?
The model handles most formats on its own; for unusual ones we add a template. Repeated corrections to the same field make the next extraction more accurate.
Can it run without the cloud?
Yes, for document extraction we have our own fine-tuned model that runs on your server. Data never leaves the company.