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Service · Data and analytics

Intelligent document processing

Picture a metal parts manufacturer in Štajerska with forty staff. Slovenian suppliers send eSLOG 2.0 e-invoices through an exchange provider, and those flow into Pantheon without trouble. Suppliers from Italy and Croatia, though, email PDFs, hauliers hand over paper delivery notes and CMRs, and the bank sends statements. Two purchasing clerks spend the whole day retyping figures, and at month end the accountant pitches in too. Intelligent document processing recognises what kind of document has arrived, picks out the fields that matter, checks totals and VAT rates and prepares an entry for the accounting software. Nothing is posted on its own: a colleague confirms every document first, and fields the system is unsure about are highlighted. Apply starts by calculating whether automation pays off at your document volume at all. If it does not, we will say so.

Ask about this service See the scope
XML first
eSLOG e-invoices are never read from an image
Several languages
Slovenian, English, Italian, Croatian, German
Review queue
uncertain fields are flagged
Decision on evidence
a trial on a month of your documents

Scope of the service

We fit the set-up to the route your documents already travel. It normally includes the following.

Check the scope with an engineer

Ways in

A dedicated mailbox for incoming invoices, a shared folder for scanned paper, and for field teams a form through which they upload a photo from a phone.

eSLOG stays XML

Structured e-invoices are never turned into an image and back again. Data is taken straight from the XML file, and text recognition is reserved for paper, photos and ordinary PDFs.

Document types

Purchase invoices, credit notes, delivery notes, CMRs, customs papers and bank statements. For each type we agree which fields you need and who signs them off.

Arithmetic checks

Line totals, valid VAT rates, base and tax agreeing with each other, the supplier's VAT identification number and a VIES lookup for EU suppliers. How foreign services under the reverse charge are posted is agreed with your accountant.

Three-way match

Each invoice is compared with the purchase order and goods receipt, each statement with open items. Differences in quantity or price go back to purchasing rather than into the ledger.

Export to bookkeeping

Minimax, Pantheon, Metakocka, SAOP, Business Central or Odoo receive the entry with the original attached. The archive supports statutory invoice retention, and your accountant decides what happens to paper originals.

Where processing happens

In EU data centres, under a data processing agreement with the service provider. Using your documents to train models is ruled out by contract.

How the work runs

Before you commit, you see results on your own paperwork, not on demo samples.

01

What and how much

We count how many documents of each kind reach you monthly, how many already arrive as XML and how many minutes one takes to process.

02

Trial on a real month

The system works through one of your past months, and we compare its output with the entries your team made at the time.

03

First suppliers live

We start with the handful of suppliers who send the most paperwork, plugged into the invoice approval you already use.

04

Gradual roll-out

Once corrections are rare, more suppliers and document types are added, and errors are reviewed once a month.

Confidence is not correctness. Recognition software can read a wrong digit and be very sure of itself, for example mistaking a 1 for a 7 in a poor photo. So the confidence score is never the only test: every document is also checked by arithmetic, asking whether the lines sum to the total, whether the VAT rate exists and whether base and tax fit together. A document that fails is never passed on without a person looking at it.

Your questions answered

No. The retyping disappears, but judgement stays with people: which cost centre to use, how to treat a foreign invoice, what to do about a short delivery. Your accountant gets tidy data and more time for that work.

Modern recognition tools do not depend on fixed field positions, so minor changes cause no trouble. If errors for one supplier suddenly rise, the monthly review shows it and we adjust the rules.

Yes. A photo has to be sharp and show the entire document, otherwise the sender is asked to retake it. English, Italian, Croatian and German invoices are recognised well, and each language gets its own rules for dates, decimals and currencies.

We do not promise a figure in advance, because it depends on the quality of your paperwork. We measure it on one of your past months, broken down by supplier, and show it in the report. Handwritten remarks, such as those on a CMR, always go to a colleague.

Counting documents and running the trial are charged at €50 per hour plus VAT against an estimate. Set-up is quoted separately, and the recognition service's usage fee depends on volume and appears as its own line.

More services in this area

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Service Master data management One trustworthy entry for each customer, supplier and product, and the house rules that stop it drifting Service Data warehouse One database joining your business software, timesheets and spreadsheets, so reports build themselves

Less retyping, fewer errors

Tell us which documents you process, roughly how many a month and which program they end up in. We will show you in hard numbers whether automation pays.

When we work
Weekdays 9:00-17:00 CET, answers the same or next working day
Calls
Video meetings, Teams and Meet both welcome

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