Accounts, procurement and operations teams spend hours typing data from supplier invoices, delivery notes, receipts and forms into the accounting system or the enterprise resource planning (ERP) system. Documents arrive by email, as scans and as phone photos, in Arabic and English, and each supplier uses its own layout. Mistakes in amounts, tax numbers or dates appear later, when they take much longer to trace.
Kemlat sets up a process that reads your documents, extracts the fields you need, checks them against your rules and existing records, and sends the data to your system. Documents that were hard to read, have missing data or exceed an agreed value go to a person for review before anything is posted. A quality report shows how many documents passed on their own, how many were corrected, and why.
How we work
- 01
Analyse sample documents
We collect a representative sample of each document type and supplier layout, including poor scans. We list the fields you need, where each one appears and the variations that cause trouble.
- 02
Agree fields and checks
We agree checks with your finance or operations team, for example that line items add up to the total, that the supplier exists in your records, or that an invoice matches its purchase order. We also agree which cases always go to a person.
- 03
Build extraction and connection
We configure text recognition, which turns scans and photos into text, and an AI model that picks out the agreed fields, then connect the output to your accounting system, ERP or document storage. Where a system has no direct connection, we use its import file format.
- 04
Test on unseen documents
We run a fresh set of documents that were not used during setup and compare the results with manual entry. Errors are fixed in the rules or settings before go-live.
- 05
Launch with a review queue
Staff review flagged documents in a simple queue and approve, correct or reject each one. Nothing outside the agreed limits is posted without a person's approval.
- 06
Monitor quality
We track accuracy and exceptions after launch and adjust the rules when suppliers change their layouts.
What you receive
Document sample analysis
A written analysis of your document types, required fields and difficult layouts, with the planned handling for each.
Extraction, checks and system connection
A working process that reads documents, validates the data and sends it to your accounting system, ERP or storage.
Review rules and exception queue
Agreed rules for which documents need a person, and a queue where staff approve or correct them.
Quality report
Figures on documents processed, documents flagged and corrections made, with the main causes of errors.
Operating guide
Short instructions for your team on handling exceptions, adding a new supplier layout and checking the logs.
What changes for you
- Accounts and operations staff spend their time on checks and exceptions instead of typing.
- Most errors in amounts, dates and references are caught at entry rather than at month-end.
- Every document has a clear status and a record of who reviewed or changed it.
- The team can handle more documents without a matching rise in manual work.
Where this service sits in the KEMLAT Method
Scope: AI and document reading services have running costs that depend on the number of pages processed, billed separately. The service supports your accounting checks but does not replace them, and tax or e-invoicing questions should be confirmed with your accountant.
Questions clients ask
How accurate is automatic extraction?
It depends on the quality and variety of your documents, which is why we test on your own samples before agreeing the approach. Clear digital invoices are read more reliably than poor scans or handwriting. Any result the system is unsure of goes to a person.
Does it handle Arabic documents?
Yes, but Arabic scans and mixed Arabic and English layouts need careful testing. We include them in the sample from the start so the results reflect your real documents.
Which systems can it send data to?
Most accounting systems and ERPs accept data through a direct connection or an import file. We check what your system supports during the analysis and use the most reliable method it offers.
Can invoices be posted without anyone checking?
Only if you decide so, and only for cases you define as low risk, such as known suppliers below an agreed value. We recommend reviewing every invoice at first and relaxing the rules once the results have proven reliable.
What do you need from us?
Samples of each document type, access to a test copy of the target system, and a finance or operations contact who can confirm the rules and approve the test results.
Related services
All servicesStart with a conversation
Tell us where you are today. We will suggest the right first step, with no obligation.