DocBits reads, extracts and transfers purchase order data into your ERP automatically — no manual entry, no errors, no delays.
Every purchase order that lands in your inbox as a PDF, email or scanned document costs time. Your team reads it, re-types the data, checks it against your ERP records — and does it again for the next one. And the one after that.
The problem isn’t your team. It’s the process.
Companies processing high volumes of purchase orders manually face the same bottlenecks: slow throughput, costly data entry errors, and a direct link between order volume and headcount. When business grows, the workload grows with it — unless you automate.
DocBits combines artificial intelligence, machine learning and optical character recognition (OCR) to handle the entire PO intake process — from the moment a document arrives to the moment clean, validated data lands in your ERP.
Purchase orders arrive in different formats: PDFs, scanned paper documents, emails, even Excel files. DocBits reads them all. The AI identifies and extracts every relevant field — order number, item descriptions, quantities, prices, delivery terms and payment conditions — regardless of layout or sender.
No templates. No manual mapping. No exceptions.
Extracted data is automatically validated against your existing ERP records. DocBits flags discrepancies — mismatched quantities, unknown item numbers, pricing deviations — before they become problems. Combined with DocBits’ built-in PO Matching feature, you get full three-way matching between purchase order, goods receipt and invoice.
Purchase orders are not legally bound to a specific format, which means they arrive differently from every supplier. DocBits handles that variability automatically. Here is what a complete purchase order typically contains — and what DocBits extracts from each section.
Contact details of the ordering company, billing address, delivery address (which may differ) and order date. DocBits captures and maps all address fields, even when formats vary between suppliers.
A clear reference to the preceding offer or contract, plus the unique order number. DocBits extracts these identifiers and uses them to link the PO to the correct records in your ERP.
All ordered items including item number, description, quantity and unit price. This is where most manual processing time is spent — and where DocBits delivers the greatest efficiency gain through automatic table extraction, even from complex multi-line documents.
Shipping method, delivery date, transport costs, payment method, payment deadlines and applicable discounts. DocBits extracts these fields and routes documents with missing or ambiguous terms for targeted human review — instead of holding up the entire process.
Under payment terms, for example, the payment method, payment deadlines and, if applicable, discounts and rebates are recorded.
Under certain circumstances, reference to the general terms and conditions is required.
| Manual processing | With DocBits | |
|---|---|---|
|
Processing time per PO |
8 – 12 minutes |
Under 1 minute |
|
Error rate |
High (manual entry) |
Near-zero (AI-validated) |
|
ERP Integration |
Copy & paste |
Automatic, native |
|
Scalability |
Linear (more orders = more staff) |
Independent of volume |
|
Supported formats |
Limited |
PDF, scan, email, Excel |
Process purchase orders faster, with fewer errors, at any volume — without expanding your team.
There are several solutions on the market, but they differ significantly in scope. Generic automation tools handle basic workflows but struggle with varied document formats. Purpose-built IDP platforms like DocBits go further — using AI and OCR to extract data from any PO format and posting it directly into your
ERP (Infor LN, M3, CloudSuite or SAP) without manual re-entry or middleware.
The most important criteria are native ERP integration, the ability to handle varied supplier formats without manual template setup, built-in validation and three-way matching, and a clear audit trail. Generic document tools often fall short on ERP depth — purpose-built solutions like DocBits transfer validated PO data directly into Infor LN, M3, CloudSuite or SAP without middleware.
Implementation timelines vary by ERP environment and document volume, but cloud-based solutions like DocBits are typically up and running within a few weeks. Native ERP connectors remove the need for lengthy custom integrations, which is one of the main reasons companies choose a purpose-built solution over a generic automation tool.
Yes. DocBits uses AI and OCR to read purchase orders in any layout — PDFs, scanned documents, emails and Excel files — without requiring supplier-specific templates. The AI adapts automatically, even when a supplier changes their document format.
Yes. DocBits’ built-in PO Matching feature automatically matches purchase orders with goods receipts and supplier invoices. Discrepancies are flagged for review before they reach your ERP — preventing overpayments and duplicate entries.
No. DocBits is a full intelligent document processing platform. In addition to purchase orders, it automates invoice processing, order processing and handwritten forms — covering the entire document workflow for finance and procurement teams.
See DocBits in action — book a personalized demo and we’ll show you exactly how it fits into your ERP environment.
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