Softomate builds AI document and invoice automation for UK businesses. We connect incoming files to extraction, record matching and a review queue, then prepare approved ERP updates. Our existing Odoo invoice-processing scope is £8,000–£12,000. Other systems and document types are scoped around your workflow.
01. What we build
Invoice processing starts with extracting information, but the buying decision is whether the result can be trusted inside your accounts workflow. We connect each document to the relevant supplier, purchase order and approval policy. Your finance team can inspect discrepancies before the system creates or updates the agreed record.
Receive files from an approved mailbox, upload or folder. Extract supplier names, invoice references, dates, line items, quantities and totals, retaining a link to the original source.
Explore document intake and extractionMatch supplier identifiers and PO references to the records in your system. Line-level checks distinguish a genuine price difference from a changed unit, pack size or partial delivery.
Explore supplier and purchase-order matchingCheck business identifiers and document history before creating another record. Missing POs, ambiguous suppliers, low-confidence fields and inconsistent totals remain visible to the reviewer.
Explore duplicates and exceptionsPrepare draft records, route them to the authorised person and write the approved result back. The audit trail records the source, changes and decision, so an exception can be investigated later.
Explore approval and erp updatesExtract agreed fields, classify files and prepare summaries of business documents. A contract summary supports review; it does not replace professional judgement about the contract or its obligations.
Explore contracts and business documentsPrepare credit-control tasks, overdue-account summaries and follow-up drafts from permitted records. Sending a message or committing a financial action follows the authority assigned to the workflow.
Explore finance administrationConnect document workflows to Odoo, Dynamics 365, Sage, SAP, Salesforce, HubSpot, Zoho and bespoke systems where the installation supports the required records and access. Microsoft 365 can supply the inbox and review workspace. We confirm accounting fields, supported APIs, retention settings and service-account permissions for the actual platform and edition.
This service fits finance and operations teams that repeatedly rekey or reconcile supplier documents. It is especially useful when invoices must be checked against purchasing records. If you only need simple extraction into a spreadsheet, a native tool may be sufficient. A custom integration becomes useful when matching, exceptions and controlled ERP updates form part of the requirement.
Read the document. Check the records. Put exceptions in front of the right person.
02. How it works
Select representative supplier layouts, credit notes, multi-page documents and awkward scans. Agree the fields and business checks needed for a usable result.
Separate the extracted values from the business decision. Check supplier identity, line totals, currency, quantity and reference data before preparing an ERP record.
Show the original document alongside the proposed values and the reason for review. Record corrections and approvals rather than silently replacing an uncertain field.
Create the approved record using an integration identity with limited access. Log rejected updates and duplicates, and track the manual review effort after launch.
Define what the workflow may read, prepare and change. Keep consequential actions behind the permissions and approval rules your business has agreed. A confidence score can help route uncertain results, but the action must also pass the business checks. The integration records the source, the proposed change and the decision.
Test missing information, duplicate events, rejected approvals and unavailable systems alongside the successful path. Agree how staff pause the workflow and recover an incomplete task. The handover identifies the owner, monitoring responsibilities and support arrangements, so an exception reaches someone who can resolve it.
03. Costs and scope
The existing Odoo AI document-processing offer is £8,000–£12,000 for supplier invoice extraction and purchase-order matching. That range describes the Odoo scope; it is not a universal quote for SAP, Sage or every document type. Additional record types, migration and complex approval chains are assessed separately.
| Scope | Price basis | What it covers |
|---|---|---|
| Odoo invoice extraction and PO matching | £8,000–£12,000 | Existing published Odoo implementation scope. |
| Other ERP or document workflows | Fixed proposal after scoping | Price reflects connectors, document variety, matching rules and approval steps. |
| Usage and ongoing support | Itemised separately | Document volume, AI usage, hosting, platform licences, monitoring and VAT treatment. |
Bring the current process and a representative sample to a scoping call. The written proposal separates implementation from licences, usage and support, records VAT treatment, and identifies exclusions. We agree the acceptance tests and responsibilities before the build starts.
04. Worked example
For an acceptance test, take an invoice for 12 packs and a PO for 120 individual items. A matching total alone cannot prove the quantity is correct. The workflow must recognise the pack conversion or send the line for review. Include duplicate invoices, changed bank details and missing references in the test set as well.
Inspect the RFQ approval walkthrough to see how missing inputs and price validity affect a proposed business action.
05. FAQs
Yes, document extraction can work with supported PDFs and image formats. The usable result depends on scan quality, layout and the required fields. We test representative examples before selecting the extraction method. Unreadable or ambiguous fields should remain visible for review instead of being guessed.
Payment execution is a separate permission and scope decision. The invoice workflow described here extracts, checks and prepares approved records. It does not grant the AI authority to change bank details or release payments. Any payment integration requires explicit controls and the finance team’s agreed approval process.
The workflow checks agreed identifiers such as supplier, invoice reference and transaction history before creating another record. Retries also need an idempotency check so a temporary connection failure does not produce a second entry. The reviewer must be able to inspect and resolve a potential duplicate.
Measure required-field accuracy, the proportion sent for review, duplicate handling, successful ERP updates and staff review time over a defined document set. Report the sample size and document mix with the result. Extraction accuracy on a clean PDF alone does not establish end-to-end accounting accuracy.
Document automation can support consistent records, but extraction alone does not establish compliance with your accounting or tax obligations. Your accountant or finance owner should confirm the required checks and record-keeping process. We implement the agreed workflow and preserve the information needed for review.
The workflow records the attempted update, the failure reason and the source document. Retry rules distinguish temporary connection errors from invalid business data. A permanent failure returns to an accountable owner. The same source should not create another record merely because the first response was delayed.
These guides and services explain the connected buying decisions.
Speak with Deen Dayal Yadav, founder of Softomate Solutions, about your current systems and the first workflow. Our team is based in Stanmore, London, with delivery across the UK.
Platform documentation explains individual features. Your proposal defines how those features are configured and tested in your business workflow.
Deen Dayal Yadav
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