AI Document Extraction: the end of manual data entry
Every company receives dozens to hundreds of documents per month — supplier invoices, delivery notes, expense receipts, prepayment invoices. Processing them manually costs time, money and frustration.
How it works without AI
Classic process when an invoice arrives:
- Accountant opens email or a box of paper documents
- Manually types in: supplier, company registration number, invoice number, date, line items, amounts, VAT
- Verifies that the invoice matches the purchase order (manual comparison)
- Posts to the system
- Sends for approval by email
Time per invoice: 3–8 minutes. With 150 invoices per month = 7.5–20 hours of pure manual work. Error rate: 2–5%.
How it works with Modulario AI
Invoice arrives in your email or you scan it with your phone → Modulario AI:
- Recognizes the document type (invoice, delivery note, prepayment, credit note)
- Extracts structured data: supplier, registration number, VAT number, invoice number, due date, line items, amounts, VAT, IBAN
- Matches to an existing purchase order in the system (automatic 3-way matching: PO × delivery note × invoice)
- Posts to the correct accounts according to your configured rules (supplier category, cost type, cost center)
- Sends for approval to the responsible person — only for invoices above a set threshold or with low confidence
Processing time: 8–15 seconds. Human intervention only for exceptions.
3-way matching: no fraudulent invoices
A key feature for companies working with suppliers:
- Invoice must match the confirmed purchase order (amount ±tolerance)
- Quantities and line items must agree with the delivery note
- If they don’t match — the invoice is not posted automatically and the system displays the exact discrepancy
Result: you eliminate payments for goods that never arrived, or invoices with inflated amounts.
Document types AI processes
| Document type | Automatic processing | 3-way matching |
|---|---|---|
| Supplier invoice (PDF) | ✅ | ✅ (if PO is in the system) |
| Delivery note | ✅ | ✅ |
| Prepayment invoice | ✅ | — |
| Credit note | ✅ | ✅ |
| Expense receipt (phone photo) | ✅ | — |
| Foreign invoice (DE, SK, AT) | ✅ | ✅ |
ROI calculation
Company with 200 invoices per month:
- Saving: 15 hours/month × €15/h = €225/month = €2,700/year
- Error elimination: average correction of a wrong invoice takes 45 min → at 3% error rate × 200 invoices = 6 errors/month × €11 = €66/month additional saving
- Total saving: ~€3,500/year
Modulario AI is included in the Finance module at no extra charge.
