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Service 05 · Document Processing

Turn invoices and documents into structured business data.

Srivofy helps businesses process invoices received as PDFs or images, extract the required information, validate the data, and store approved records in a common database.

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The outcome

  1. 01PDFs and images
  2. 02Extracted invoice data
  3. 03Validation
  4. 04Common database

Document types

Invoices first — and the documents around them.

Invoice processing is the primary use case. The same pipeline can be extended to other supported business documents.

  • PDF invoices

    Text is read directly when the PDF contains it.

  • Scanned invoice PDFs

    OCR converts the scanned image into text.

  • Invoice images and photographs

    OCR for photos; quality affects results.

  • Receipts

    Merchant, date, totals and tax where present.

  • Purchase orders

    Order numbers, items and quantities.

  • Business forms

    Fields mapped to your own structure.

OCR may be required for scanned PDFs and images. Actual format support depends on the implementation and on document quality — low-resolution, skewed or handwritten files may need human review.

Capabilities

Nine capabilities, one pipeline

  1. 01

    Document intake

    Receive files by upload, email, shared folder, API or connected application.

  2. 02

    Text extraction and OCR

    Read embedded PDF text, or use OCR for scanned PDFs and images.

  3. 03

    Classification

    Identify invoices, receipts, purchase orders and other document types.

  4. 04

    AI-assisted field extraction

    Locate supplier details, dates, amounts and line items.

  5. 05

    Data normalization

    Standardise dates, currencies, number formats and supplier names.

  6. 06

    Validation and duplicate checks

    Check required fields, totals and repeated invoice numbers.

  7. 07

    Human review

    Route missing, ambiguous or low-confidence values to a reviewer.

  8. 08

    Structured database entry

    Write approved records to your configured database or system.

  9. 09

    Status and exception handling

    Track processed, review-required, duplicate and failed documents.

Invoice data fields

An example invoice schema

Fields are configured for each project. Not every invoice contains every field — optional fields are stored only when found.

FieldColumnExamplePresence
Supplier namesupplier_nameNorthwind Office SuppliesRequired
Supplier identifiersupplier_identifier36ABCDE1234F1Z5Where available
Invoice numberinvoice_numberINV-2026-0142Required
Invoice dateinvoice_date2026-03-12Required
Due datedue_date2026-04-11Where available
Purchase order numberpurchase_orderPO-7781Where available
Subtotalsubtotal15,636.00Required
Tax amounttax_amount2,814.48Where available
Total amounttotal_amount18,450.48Required
CurrencycurrencyINRRequired
Line itemsline_items2 itemsIf required
Processing statusprocessing_statusvalidatedSystem
Source document referencesource_documentinvoice_0142.pdfSystem

Workflow

The processing workflow

Seven steps from incoming file to a tracked, validated record.

  1. 01

    Receive PDF or Image

    Accept files through a configured upload, email, folder, API, or connected application.

  2. 02

    Extract Text

    Read embedded PDF text or use OCR for supported scanned files and images.

  3. 03

    Identify Invoice Fields

    Extract supplier information, dates, totals, and other configured fields.

  4. 04

    Validate

    Check required fields, data formats, totals, duplicate invoice numbers, and configured business rules.

  5. 05

    Review Exceptions

    Flag missing, ambiguous, or low-confidence fields for human review.

  6. 06

    Store in a Common Database

    Write validated records to the configured database or business system.

  7. 07

    Track Results

    Display success, failure, review-required, and duplicate statuses.

Database architecture

Many files in. One structured database out.

Instead of data staying locked inside individual PDFs and photos, every processed invoice becomes a row in a common database your reporting and business applications can use.

Invoice PDFs / Images

Many files, many layouts

Processing pipeline

OCR · extraction · normalization

Validation

Rules · duplicates · review

Common database

One structured table

Reporting / apps

Dashboards, ERP, CRM

Possible integration destinations

  • PostgreSQL
  • MySQL
  • Supabase
  • Airtable
  • Google Sheets
  • CRM or ERP systems
  • REST APIs

These are possible targets chosen per project — not existing connections. The architecture is designed so a production integration can be added without changing the workflow.

Interactive demo

See Invoice Data Processing in Action

Run the sample to watch a fictional invoice move from source file to extracted fields to a database-ready record.

  1. 1File received
  2. 2Text extracted
  3. 3Fields identified
  4. 4Validation complete
  5. 5Record ready for database insertion

Source document

Sample file

Northwind Office Supplies

GSTIN 36ABCDE1234F1Z5

INVOICE

No. INV-2026-0142

PO PO-7781

Date 12/03/2026

Due 11/04/2026

A4 copier paper (box of 5)12 × 845.00
Toner cartridge, black2 × 2,748.00

Subtotal 15,636.00

GST 18% 2,814.48

Total INR 18,450.48

Extracted fields

Waiting
Invoice number
Supplier
Invoice date
Subtotal
Tax
Total
  • Required fields present
  • Date formats valid
  • Subtotal + tax = total
  • No duplicate invoice number

Database record

Not created

The normalized record appears here after validation.

Frontend-only demonstration using built-in sample data. No files are uploaded, no documents are processed and nothing is written to a database.

Want to see a full walkthrough? An external demo will be linked here.

Demo coming soon — request a walkthrough

Data safety and accuracy

Built to catch problems, not hide them.

No extraction system is perfect. Ours is designed so uncertain data is checked before it is used. We do not claim certifications or compliance without evidence.

  • Configurable validation rules

    Required fields, formats, totals and your own business rules.

  • Duplicate checks

    Repeated invoice numbers or supplier/amount pairs are flagged.

  • Human review

    Uncertain or missing values go to a reviewer before they are stored.

  • Error handling

    Failed files are tracked with a reason, not silently dropped.

  • Access controls

    Who can view, review and export records is defined for the deployed system.

  • Retention and deletion

    How long files and records are kept is set by your agreed policy.

Security and data-handling requirements are agreed before any production deployment.

Use cases

Where it fits

Illustrative situations where this service is commonly useful. We confirm the fit for your business during discovery.

  1. 01

    Accounts payable

    Supplier invoices captured into one table instead of scattered PDFs.

  2. 02

    Expense receipts

    Photographed receipts turned into categorised expense records.

  3. 03

    Purchase orders and forms

    Order and form details entered into business systems without retyping.

FAQ

Frequently asked questions

  • Accuracy depends on document quality, layout and the fields required. We test with your real samples, apply validation rules and route uncertain values to human review rather than claiming perfect accuracy.

  • Yes, using OCR, for supported image quality. Blurred, skewed or handwritten documents may need review.

  • Possible targets include PostgreSQL, MySQL, Supabase, Airtable, Google Sheets, CRM/ERP systems or a REST API. The destination is chosen and configured for your project.

  • Configured duplicate checks — for example supplier plus invoice number — flag repeated invoices before they are stored.

  • Access controls, storage location, and retention and deletion policies are defined for the deployed system and agreed with you before go-live.

Related

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