MODELS / ADMINISTRATIVE PREPARATION
Read invoices.
Prepare entries you can check.
A small local model can be evaluated for extracting repetitive information from incoming invoices. The target is a controlled preparation, linked to the original document: not autonomous bookkeeping nor a tax decision entrusted to the model.
Written by Saphan · 7 September 2026
Define the fields and the expected output
Start with the needs of the receiving software: supplier, reference, date, currency, amounts and relevant lines. For each field, provide for a missing value and a link to the source passage or area. The model must not invent a due date just because the output format expects one.
Reading a text PDF and reading a scan are two different workflows. If character recognition is needed, it is part of the system to be tested and of the local scope to be verified.
Have rules check the amounts
The extraction provides candidates. Separate rules check the types, the decimal separators, the currencies and the expected calculations. Supplier matching and duplicate detection use the references of the business system, not just a similarity of names.
Fictional example: an invoice has several rates and an associated credit note. The system displays the extracted fields and flags the calculation to review. It does not turn an ambiguous amount into an accepted entry. The person handling the case keeps the original at hand to read.
Compare on the errors that cost work
Prepare an authorized batch that includes usual invoices, difficult scans, duplicates and missing fields. Compare a conventional extraction and the small model on the same documents, without keeping the easy documents for the local candidate.
Measure the errors per field, the anomalies spotted and the correction time on the machine chosen. The quality and the rework load must suit the business. A fast response that takes a long time to correct does not establish a gain.
Connect a draft, not delegate accounting authority
The first connection can produce an export or a draft to be validated. The accounting software remains responsible for its entries and checks; the competent person in charge decides on the accounting and tax treatment. This guide covers the technical integration, not these obligations. Saphan can prepare the extraction schema, the trials and the exception workflow with your team.