Solutions Document processing

Every document read, the moment it arrives.

Document processing is the shared intelligence layer behind order handling, procurement and finance, reading and understanding the emails, PDFs and files those workflows depend on. It reads every email and attachment that arrives in a shared inbox, works out what it is and which order, PO or supplier it belongs to, and sends it where it goes. Elentaria does this for the orders, RFQs, confirmations and invoices around your ERP, so every other process starts from a document already read.

See one morning

orders@ and purchasing@ / this morning42 read · 3 to a person

Queues42 documents

Customer orders14
Supplier confirmations11
Invoices9
Quote requests5
Other3

Order confirmationPDF, 2 pages, Nordkraft Metall

Supplier: Nordkraft Metall
PO reference: 4471
Lines: 4
Delivery: 12 Oct and 26 Oct
Confidence: High
Currency: Not stated, to a person

Routed38 documents to their workflows, no one touched them.
To a person3: one missing PO reference, one unknown sender, one currency not stated.
FiledAgainst the order or PO each belongs to.

Today, by hand

Today someone opens the shared inbox first thing, reads each email and attachment, works out whether it is an order, a confirmation, an invoice or a question, and forwards it to the right colleague. Anything that lands while they are away waits, and what belongs to which order is a matter of memory.

One morning in the shared inbox

42 documents at 07:00, three questions by 08:30.

What was waiting in orders@ and purchasing@ when the day started, and where each document was by the time someone opened the mailbox.

07:00The system
orders@ and purchasing@ hold 42 new emails from the night: PDFs, scans, two spreadsheets, and a few with no attachment at all.
07:04Elentaria
Each one is classified by the company rules: 14 customer orders, 11 supplier confirmations, 9 invoices, 5 quote requests, 3 that fit nowhere yet.
07:06Elentaria
The fields each workflow needs are extracted, supplier, PO reference, lines, dates, and every document is filed against the order or PO it belongs to.
07:07The system
38 documents move on: orders to order entry, confirmations to matching, invoices to accounts payable, quote requests to the quote queue, each one starting from data already read.
07:08Elentaria
Three go to a person: one confirmation without a PO reference, one email from an unknown sender, one order with no currency stated.
08:30A person
T. Lund answers the three in ten minutes; the unknown sender is a new contact at an existing customer, the rule is updated, and the next one routes on its own.

The workflows in this process

What it reads, checks, writes, and brings to a person.

AI document processing

Classifies each email in the shared mailbox by the company rules, extracts what is in the attachments, and routes it to the right person or workflow.

Reads: Every email and attachment arriving in the order desk, procurement or finance mailbox, including PDFs and scanned documents
Checks: What kind of document it is, which customer or supplier it belongs to, which order or PO it refers to, and which rule decides where it goes
Writes: The email into the right folder or queue, the extracted document data into the matching workflow, and the reference on the order or PO record
To a person: Emails the rules cannot place with confidence, documents that reference no known order or supplier, and anything marked urgent

How it runs, step by step

AI for ERP

Reads the documents that arrive around SAP, NetSuite, Dynamics or another ERP, matches them to the records inside, and prepares the transaction in the way the company approves.

Reads: Orders, RFQs, confirmations, invoices, portal exports and Excel files arriving around the ERP, and the records inside it
Checks: Each document against the ERP records it refers to and the company pricing, terms, thresholds and approval rules
Writes: Prepared or completed ERP transactions with the source document attached, through the connection method agreed per company
To a person: Anything above a threshold, outside standard terms, or not covered by the rules, with the record and the document side by side

How it runs, step by step

See it run on your documents.

Bring one morning from your shared inbox, and we will show every document classified, extracted and routed to where it belongs.