Trading companies · Solution
Soluvide builds an invoice and purchase-order processing pipeline for UAE trading and distribution companies. It ingests supplier invoices and POs from email in any format, extracts the fields with OCR and structured extraction, runs the three-way match against your open PO and goods receipt, and syncs clean data into your ERP — so people handle only the exceptions, not the typing.
The problem
What the day actually looks like — described as an operator would, not as a brochure.
Supplier invoices and purchase orders land in a shared inbox all day long — PDFs, scans, phone photos, and email bodies, arriving in dozens of different layouts because every supplier formats their paperwork their own way. Someone opens each one, finds the invoice number, the line items, the quantities, the unit prices, the VAT, and the total, and types all of it into the ERP by hand.
For a trading or distribution company moving real volume, that is hours a day of careful, repetitive keying — and it is the kind of work where attention slips. A transposed digit, a wrong tax line, a quantity that doesn't match what actually arrived at the warehouse: each one is a small error that becomes an expensive one downstream.
Then there is the check nobody enjoys but everybody needs: the three-way match. Before an invoice can be paid, it has to agree with the purchase order that authorised the spend and the goods receipt that confirms the goods actually came in. Done by hand, that means pulling up the PO, pulling up the delivery note, and comparing line by line.
When the match is skipped or rushed under a payment deadline, the company pays for goods it never received, pays a price higher than the PO agreed, or pays the same invoice twice. Every duplicate payment and every price overrun that slips through is margin that quietly leaves the business — on transactions that were supposed to be routine.
Why the obvious fixes fail
None of them are stupid. They fail because the work itself stays manual — they just move who does it.
Plain OCR turns the pixels of a document into text, but it hands back an unstructured blob — a page of words and numbers with no idea which figure is the total, which is the VAT, or which line is a quantity. A person still has to read it and structure it, so the keying doesn't actually go away.
Rule-based extractors work by defining a template per supplier layout: the total lives here, the invoice number lives there. It holds until a new supplier appears or an existing one redesigns their invoice — then the template misses, and you're maintaining a rulebook that breaks every time your supplier list grows.
Your ERP can import invoices — but only as clean, structured data in the exact shape it expects, which is precisely what a supplier PDF is not. The import isn't the hard part; getting from an arbitrary PDF to the fields the import needs is. So a person stays wedged in the middle, doing that conversion by hand.
What we build
The honey step is where a person stays in control. Everything else is the typing and checking the system does for you.
Engineering decision. Nothing reaches the ERP until it has matched the open PO and the goods receipt. Anything the system can't match or confidently read is flagged as an exception for a person — it is built to raise its hand, not to post a wrong number quietly.
The system watches your shared inbox for incoming invoices and POs, pulls the attachments and email bodies, and captures each document — PDF, scan, or photo — regardless of which supplier sent it or how it's laid out.
OCR reads the document, then a structured-extraction step turns it into fields: supplier, invoice number, dates, line items, quantities, unit prices, tax, and totals. Because it's model-based structured extraction rather than a rule per supplier, it generalises across formats instead of breaking on each new one — and Arabic and bilingual invoices go through the same step.
The extracted invoice is validated against the open purchase order and the goods receipt. The system checks that quantities, unit prices, and totals agree across all three documents before anything is allowed to move toward the ERP.
Clean, fully-matched documents flow straight through. A price variance, a quantity mismatch, a missing PO, a suspected duplicate, or a document the extractor isn't confident about is routed to a human queue with the specific discrepancy highlighted — so a person spends their time only where judgement is actually needed.
Validated records sync into your ERP — SAP Business One, Odoo, or Zoho Books — as clean, structured data in the shape the import expects. Every record stays traceable back to the source document that produced it, so the audit trail is intact.
We confirm exactly which of your systems connect during scoping. The pipeline commonly touches:
Engineering decisions
What the fixed price covers, and the things we will not build. Both are written into the scope before we start.
In scope
Not in scope
What you get
Most invoice and PO pipelines go live in about three to six weeks. What moves it inside that range is the number of supplier formats and document types, whether Arabic invoices are in the mix, and which ERP it connects to. No hourly billing, no surprises.
A short call, then we document how supplier invoices reach your ERP today — including the exceptions and the workarounds people built around it. You get a written scope, acceptance criteria and a fixed price before any build begins.
You get: Scope + fixed quote
Gmail / Outlook, SAP Business One, Odoo and the rest of your stack — no rip-and-replace. Outputs are structured and checked against your own data, not trusted blindly.
You get: Working system on your stack
The human step is tested with the people who will own it before anything goes out. Logging and alerts so problems surface early, documentation your team can read, and you own the code and the accounts.
You get: Approval gate, monitoring, full ownership
Tell us how supplier invoices reach your ERP today. We reply within one business day, and the price is fixed after a free scoping conversation.
Questions finance teams ask
If yours isn't here, send it on WhatsApp and you will get a straight reply.
Prefer a form? Contact pageYes. Extraction combines OCR with model-based structured extraction rather than a fixed template per supplier, so it reads a new supplier's invoice on its first arrival instead of failing until someone builds a rule for that layout. When a document is genuinely unusual, it routes to a human rather than guessing.
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Services behind this build
Each service page lists exactly what is included and the questions owners ask before they start.