Separate OCR, extraction, and validation
OCR converts pictured text into processable characters. Extraction identifies fields such as invoice number, date, vendor, subtotal, and total. Validation checks the data against agreed rules. These are distinct steps: readable text does not establish correct values. Define required fields and accepted formats with the process owner. Synthetic or sanitized documents are sufficient for introductory design discussions.
Map document variations and sources
Review digital PDFs, scans, photos, extra pages, and long tables. Include blurred or rotated files and different date formats. Some need additional review. Define an intake channel and document identity before processing. Distinguish supporting purchase orders from invoices so the system does not treat every file as a new bill. Start with common formats and expand after evaluation.
Validate figures with explicit rules
Check currency, units, line counts, and subtotal-to-total relationships using agreed definitions. Retain original and normalized values for traceable corrections. Avoid relying on a language model to invent a different formula on each run. Route mismatches to review with an understandable reason. Model confidence is a review signal, rather than proof of correctness. Define acceptance by field and the consequences of errors.
Prevent duplicates and unreviewed changes
Choose context-appropriate checks using vendor identity, invoice number, date, and document characteristics. Different file names may contain the same invoice. Define how corrected versions differ from duplicates. During a pilot, use a review queue or test environment. ERP updates and payment steps require separate rules and approvals. Test retries so repeated processing does not create duplicate records.
Evaluate representative documents
Assess field accuracy, corrections, and review time. Test missing subtotals, multiple pages, misread numbers, and unknown sources. Microsoft documents an invoice model that returns fields and confidence; its suitability still requires evaluation on your documents. Compare the complete workflow with manual processing at equivalent quality. Processed-file count alone is insufficient.
Start with a clear document scope
Describe document types, volume, destination system, critical fields, and reviewers when discussing a project with KODE. Original invoices are unnecessary for the first conversation. KODE can assess extraction, validation, integration, and documentation needs. A limited pilot reveals source variation and review requirements before a broader change.