Entrusit case study · Office suppliesDoc Intelligence — purchase intake that learns
Supplier documents read, checked against their VAT recap and turned into purchases — and every correction teaches the system.
The problem
An office supplies company receives a steady stream of supplier invoices, fiscal receipts and delivery notes. Bookkeepers re-typed each one, recapitulated VAT per rate by hand, and the same supplier named the same products differently every month.
What we built
Doc Intelligence, our purchase-intake system built on Smart Scan, running in the company's ERP: one intake screen for every document, a split-view review with a per-line grid, a three-level check with a VAT recap per rate, and a learning loop that turns each correction into a rule for that supplier.
How it works
- 1Every incoming document is classified — invoice, fiscal receipt, delivery note, utility bill — and routed to the right flow.
- 2Each line is checked on its own, then against the per-rate VAT recap, then against what the ERP already holds.
- 3Supplier names and product aliases are matched to the company's catalogue.
- 4A bookkeeper reviews the flagged fields and approves; corrections are kept and reused for that supplier.
Highlights
- Keeps the document's printed VAT as the source of truth
- Learns per supplier, and every rule is auditable
- Purchases are posted only after a person approves
Stack & integrations
- Claude tool use (strict schema)
- Laravel
- Vanilla JS review UI
- MySQL
Security & your data
How we handle your data
- NDA before the first call
- Least privilege, read-only by default
- Humans approve sensitive actions
- You own the code and the data
- Your accounts and infrastructure
- GDPR and Macedonian data protection law
Entrusit · info@entrusit.com · +389 77 761 248 · entrusit.com
https://entrusit.com/work/doc-intelligence/
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