Supplier quotes
- Every line, quantity, unit and price, plus the reference and validity date.
- Quotes from different suppliers line up side by side in your codes.
- Accept one and it becomes the purchase order everything else is checked against.
We read supplier invoices and delivery notes and book them into stock
Photograph or forward a supplier quote, invoice or delivery note and we read every line, match it to your own stock codes and units, and book it. AI agents on top spot price changes and forecast what runs out. R2,500 a month. Includes 50 documents. Works alongside the system you already run.
How it works
How Document Intake reads a supplier delivery note
AI reads the document, matches each line to your stock codes and flags anything that does not add up. Your suppliers send what they already send. They set up nothing.
For the first month or two you will be confirming matches as new supplier lines come through. After that most documents book themselves.
What it reads
We read supplier quotes, invoices and delivery notes line by line
Send the document the way it arrives. We read every line, match it to your codes, check it against the paperwork before it, and book the result.
Supplier invoices
- Number, date, VAT and every line, multi-page included.
- Checked against the order and the delivery before you pay. A moved price or an extra line is flagged.
- Cost prices update on your stock items.
Delivery notes
- Matched line by line to the order. Booked in full or short, with the balance on record.
- Pack sizes convert to your units. A box of 100 books as 100.
- The photo is filed against the stock movement as proof of delivery.
How documents reach us
- A phone photo from the yard or the counter.
- An email forwarded to your own intake address, attachments and all.
- A PDF or scan dropped into the app, multi-page included.
File types and conditions
- PDF, JPG, PNG and HEIC. Scans and photos.
- Skew, shadow and creases are fine. Handwritten corrections are read.
- Anything uncertain is flagged for a one-tap confirm. It never guesses.
What it learns per supplier
- Each supplier's layout, item names and pack sizes, after the first confirm.
- The same line never needs matching twice. New ones are approved once.
- Processed in South Africa and kept with the movement they created. See data handling.
Intelligence
AI agents that watch your supplier paperwork
Every document we read is a data point. Our agents read the pattern across them and tell you what changed.
We catch price changes per supplier as they happen
- A line comes in dearer than last time and you hear about it before the invoice is paid.
We flag suppliers who deliver short or late
- Short deliveries and slow lead times show up as a pattern, not a surprise at month end.
We forecast what you will run out of
- What comes in and what goes out on job cards adds up to a view of what runs short next, so you order before it bites.
Integrations
Works with QuickBooks, Xero, Sage and your stock system
Document Intake feeds the system you have. You keep it.
Works with QuickBooks, Xero and Sage
- Works with QuickBooks, Xero and Sage.
Feeds your ERP or stock system in your own codes
- We map what we read to your own stock codes, so it lands in the system you already use.
Learns each supplier from your corrections
- Every correction you make is kept. The next document from that supplier reads better than the last.
Pricing
Document Intake, R2,500 a month
R2,500 a month, excl VAT
Includes 50 documents a month. More volume, talk to us. You are live from day one. Data migration and consulting are quoted separately. Moving your data from the current system is quoted after a short call.
This handles what comes in. Core ERP runs what goes out: quotes, job cards, delivery notes and stock, from R6,500 a month.
FAQ
Document Intake questions
Supplier quotes, invoices and delivery notes. As a PDF, an email, a scan or a phone photo.
Yes. It works with QuickBooks, Xero and Sage. It also runs alongside your ERP or stock system,
and we map what we read to your own stock codes.
It is flagged for a one-tap check before it is booked. A price that moved, a short quantity or
a line nobody ordered. You decide, and the system keeps your decision for the next document
from that supplier.
R2,500 a month excluding VAT, with 50 documents included. More volume, talk to us. Set-up is
included. Moving data from your current system is quoted after a short call.
Book a 30-minute demo. We walk through it on your own documents and see if it is a fit.