AI document processing and data entry
Botlery builds AI document processing for small businesses worldwide: pulling the fields you need out of invoices, receipts, purchase orders, forms and other PDFs, checking them, and writing them into Google Sheets, Excel, your accounting tool or your CRM. You send sample documents, we send a free fixed-price quote, build and test on your real files, and you pay once the results hold up.
How AI document processing works
- Read. Text comes straight from digital PDFs; scans and phone photos go through OCR (text recognition) first.
- Extract. An AI model fills in a fixed list of fields you choose, such as supplier, invoice number, dates, line items, tax and total, in the same structure every time.
- Check. Rules test each result: do the lines add up to the total, is the date real, is the supplier known, has this invoice been entered before?
- Deliver. Passing rows go to a Google Sheet, an Excel table, an import file for your accounting software or your CRM. Anything that fails goes to a “Needs review” list linked to the original.
What we automate
- Supplier invoices and bills into an accounts-payable sheet or accounting import, with duplicates caught.
- Receipts and expense photos into an expense log with date, merchant, amount, tax and a suggested category.
- Purchase orders and delivery notes matched against invoices, so a short delivery or changed price is flagged before you pay.
- Application, intake and order forms, scanned or digital, turned into records with the original attached.
- Emails in a set format, such as order confirmations, parsed into rows as they arrive.
- Contracts and leases, with key dates and renewal terms pulled into a tracker for a person to confirm.
- AI data entry from old spreadsheets, PDFs and web pages into one clean structure.
How accurate is it, honestly?
AI extraction is very good on clear digital PDFs and weaker on faint scans, handwriting and unusual layouts. It is not perfect, which is why every build has the checks above and a review step: a document the system is unsure about waits for a person instead of going into your books. During testing we run it on your own samples and show you which passed, which went to review and why.
Three example workflows
1. Invoice inbox to accounts payable
Suppliers email invoices to a dedicated address. Each PDF is read, checked and de-duplicated; clean rows land in a Bills tab linked to the file, exceptions go to Review, and each Monday you get a list of what falls due.
2. Receipts from a phone
Staff photograph receipts into a shared folder. Each becomes a row with date, merchant, amount, tax and a suggested category, ready for your bookkeeper.
3. Scanned forms to client records
Paper intake forms are scanned in batches and become client records, with unclear fields highlighted for a person to confirm against the scan.
Your documents and your data
We build on your own accounts wherever possible: your AI provider key, your Google or Microsoft storage, your sheet or CRM. Documents are processed by the AI provider under its data terms, which we point you to, and we use your samples only to build and test. If documents hold health, legal or other regulated information, tell us first so we can discuss whether they should be automated at all.
What you will need to provide
- Real sample documents, anonymised if needed, including the worst ones.
- The fields you want and where each should go.
- The rules a person applies today, and roughly how many documents a month.
How it works
- Send samples through the contact form, hello@botlery.com or Upwork.
- Get a free fixed-price quote covering fields, checks, destination and review step.
- We build and run it on your samples.
- You review the results document by document.
- You pay once the results hold up. It runs on your accounts.
Pricing
What AI document processing and data entry costs
Free fixed-price quote
Every AI document processing build is quoted as one fixed price after we have seen sample documents. You know the full cost before any work starts and nothing is paid up front. The AI usage itself is billed by the provider to your own account, so you see exactly what processing costs.
Get a free quoteFrequently asked questions
What documents can Botlery's AI document processing handle?
Botlery's AI document processing handles most business documents that follow a recognisable pattern, even when the layout varies from sender to sender. The common ones are supplier invoices and bills, receipts and expense photos, purchase orders, delivery notes, bank and card statements, order confirmations, application and intake forms, and emails in a set format. Longer documents such as contracts and leases can have key terms, parties and dates pulled into a tracker, with a person confirming them. Digital PDFs work best. Scans and phone photos work too, after text recognition, but faint, skewed or handwritten documents are harder and are more likely to be sent to the review step. The fastest way to find out is to send us a handful of real samples, including the messiest ones, with your quote request; we will tell you what we expect to work well.
How accurate is AI invoice and PDF data extraction?
AI invoice and PDF extraction works very well on clear, digital documents and less reliable on poor scans, handwriting and unusual layouts, so Botlery never treats its output as automatically correct. Every system we build checks each result against rules: line items must add up to the total, dates must be valid, the supplier must be recognised and the invoice number must not already exist. Anything that fails a check, or that the model is unsure about, goes to a review list with a link to the original document instead of going straight into your books. During testing we run the system on your own sample documents and show you which passed, which went to review and why. That way you judge the accuracy on your real paperwork, before you pay, rather than relying on anyone's general claim.
How much does AI document processing cost with Botlery?
There are two parts to the cost of AI document processing with Botlery, and you see both before agreeing to anything. The first is the build, quoted free as one fixed price once we have seen your sample documents, the fields you need and where they should go. Simple extraction from one consistent document type into a sheet is a smaller job than several document types with matching, validation and an accounting import. Nothing is paid up front: we build it, you check the results on your own documents, and you pay once they hold up. The second part is AI usage, which is billed per document by the AI provider directly to your own account, so it scales with your volume and never passes through us. When we quote, we estimate that usage cost from the monthly volume you give us.
Is my data safe with Botlery's AI document processing?
Botlery builds AI document processing on accounts you control wherever possible, so your documents and extracted data stay in your own storage and spreadsheet or CRM rather than on a Botlery system. To extract data, each document is sent to an AI provider's API, which processes it under that provider's data terms; we tell you which provider we propose and where its terms are, so you can decide with the facts in front of you. We use the sample documents you share only to build and test your system, and you can ask us to delete our copies at handover. If your documents contain health, legal, financial or other regulated information, raise it before we start: some documents should not be automated this way at all, and we would rather say so than build something you cannot use.
Can AI document processing feed my accounting software?
Yes, in most cases. The simplest reliable route is an import file: Botlery's AI document processing produces a CSV or spreadsheet in exactly the layout your accounting software's bill or expense import expects, and you import it after a quick review. That keeps a person in control of what enters your books. Where your accounting tool has an API, the system can instead create draft bills or expenses directly, for someone to approve inside the accounting software. We recommend drafts rather than posting straight to your ledger. Which route is possible depends on the software and your plan with it, so tell us which one you use when you ask for a quote. If you have a bookkeeper or accountant, it is worth involving them early, because they know which fields and categories your books need.
Send us the paperwork you retype
Share a few sample documents and the fields you need, and we will reply with a free fixed-price quote.
Rohail Nisar, Botlery’s founder, is Top Rated on Upwork with 100% Job Success.