Solutions / Trading companies
Someone is retyping every supplier invoice into your ERP.
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.
01 / The problem
What accounts payable actually does all day.
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.
02 / Why the obvious fixes fail
You've probably already tried these.
OCR-only tools
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.
Template-based extraction
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.
The ERP's own import
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.
03 / How the system works
A pipeline, with a human on the exceptions.
Ingestion
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.
Extraction
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.
Three-way match
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.
Exception routing
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.
ERP sync
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.
04 / What's in scope — and what isn't
Clear lines, agreed up front.
In scope
- Ingesting supplier invoices and POs from your shared email inboxes
- Extraction combining OCR with structured extraction across any supplier format
- Three-way match validation against the open PO and goods receipt
- Exception routing that sends mismatches to a human queue
- Sync of clean, validated, structured records into your ERP
- Handling of Arabic and bilingual invoices
Out of scope
- Authorising or releasing payments — a human approves
- Replacing your ERP or accounting system
- Negotiating prices or terms with suppliers
- Posting any record it can't confidently extract and validate
05 / Integration surface
Named systems, not “connects to anything.”
We confirm exactly which of your systems connect during scoping. The pipeline commonly touches:
Timeline & scope
Live in weeks, quoted before we start.
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. We map the work in a short discovery call and send a fixed-fee proposal — scope, timeline, and deliverables — before any build begins. No hourly billing, no surprises.
06 / Questions finance teams ask
Straight answers.
Does it handle supplier formats we've never seen before?
Yes. 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.
How accurate is the extraction, and what happens when it gets something wrong?
We don't publish an accuracy figure because it depends on your document quality and mix of suppliers. What matters more is the design: the system validates every extracted document against your open PO and goods receipt before anything reaches the ERP. Anything it can't match or confidently read is flagged as an exception for a person to resolve — it is built to raise its hand, not to post a wrong number quietly.
Does it actually do the three-way match, or just read the invoice?
It does the three-way match. Once an invoice is extracted, the system reconciles it against the open purchase order and the goods receipt — checking quantities, unit prices, and totals. Clean matches flow through; price variances, quantity mismatches, missing POs, and suspected duplicates are routed to a human queue with the discrepancy highlighted.
Can it read Arabic invoices?
Yes. The pipeline handles Arabic and bilingual invoices, including Arabic supplier and line-item text, so documents from local and regional suppliers go through the same extraction and validation flow as English ones.
Does it push the data into SAP Business One or Odoo?
Yes. Validated, structured records sync into your ERP — commonly SAP Business One, Odoo, or Zoho Books — through their supported interfaces. It writes the clean data your ERP import expects; it does not replace the ERP or become a second system of record.
How long does it take to go live?
Most builds go live in about three to six weeks, depending on how many supplier formats and document types are involved and which ERP it connects to. We scope the work first and send a fixed-fee proposal before starting.
Who owns the system once it's built?
You do. It runs on your infrastructure and accounts, it's documented, and it's handed to your team — no black box and no dependency on us to keep it running.
Start
Get your team off invoice keying.
Tell us how supplier invoices reach your ERP today. We'll map the pipeline and send a fixed-fee proposal within 24 hours.