01Finance and accounting · module
AI document data extraction
Turns invoices from emails or PDFs into draft documents ready for your review
- AI extraction record
- Received invoice
- Received invoice line item
- Sales order
- Attachment
- 12
- capabilities
- 6
- record types
- 4
- automations
- 5
- integrations and AI tools
02What the module does
Less routine. More value.
The AiParsing module sends an email attachment or uploaded file to an external AI extraction service and uses the result to prepare a draft received invoice, sales order, or payroll document. Your accountant simply reviews and approves the document instead of retyping it by hand.
- Draft document ready from an attachmentAn email attachment or uploaded file is extracted into a draft document. Your accountant simply reviews it instead of typing the data in manually.
- Inboxes that extract attachments automaticallyEnable automatic attachment extraction in selected email inboxes and folders so you control exactly where incoming documents are processed from.
- Reads both header and line itemsThe system extracts the header, customer, supplier, VAT regime, line items, totals, and bank details, leaving the draft ready for review rather than manual data entry.
- Looks up suppliers automaticallyThe system looks up the supplier in ARES and verifies it via VIES. You can then link it to an existing company or create a new one, keeping your directory clean.
- Rejects documents addressed to othersDocuments addressed to a different company are rejected. The system recognizes your company as the customer based on your configured postal codes, so someone else’s invoice never reaches approval.
- One extractor, multiple document typesExtraction can produce a received invoice, a sales order, or payroll documents, letting you use the same workflow across purchasing, sales, and payroll.
- See where every value came fromA received invoice includes an extraction audit panel and highlights the source of each field right on the attachment, so you can immediately verify where every value came from.
- Recalculates and compares totalsCompare the extracted totals on a received invoice against the totals calculated from its line items, catching any discrepancy before you approve the invoice.
- Account assignment with a confidence thresholdThe system suggests a preliminary account assignment whenever it is at least 90% confident. You set the threshold, and your accountant reviews the suggestion.
- Stuck documents never go unnoticedIf a record gets stuck for 15 minutes, the system catches it and sends an alert, ensuring no document sits silently in processing.
- Failed extractions can be retriedYou can retry any failed or rejected extraction, so a single unsuccessful attempt does not force you to type the data in by hand.
- Duplicate-free payroll documentsBefore use, payroll documents are checked for duplicates by file, employee, and period, or by document number and recipient, preventing the same document from being used twice.
03How it works
How it works step by step.
How documents enter processing
You can trigger data extraction manually on an attachment or received invoice, or ask the AI assistant to do it. For selected email inboxes, you can enable automatic attachment extraction, specifying which document type should be created for each inbox and restricting extraction to selected folders.
Read in detail
The document is sent to an external AI extraction service. Outgoing connections are guarded by a security rule for allowed addresses. The result returns immediately or later via a callback protected by a key bound to that specific record.
What data is extracted from an invoice
For a received invoice, the system extracts the header, customer and supplier details, VAT regime, line items, totals, and bank details. It looks up the supplier in the Czech ARES business register and verifies it via EU VIES. If the supplier is not yet in your directory, the system offers to link it to an existing company or create a new one.
Read in detail
Customer validation rejects documents addressed to another company, recognizing your business as the customer by your configured postal codes.
Human review and approval
With a single action, the user applies the extracted data to create a draft document complete with line items. When you run extraction on an existing received invoice, the results populate it automatically. The draft then goes through the standard approval workflow for received invoices.
Read in detail
Each received invoice includes an extraction audit panel. Attachments highlight exactly where each extracted value came from and optionally display findings from the extraction service. Extracted totals can be compared against totals calculated from the line items. When enabled, the system suggests an account assignment if its confidence is at least 90%, with a configurable threshold.
Processing reliability
Any record stuck for more than 15 minutes is marked as failed and triggers a notification. Failed or rejected extractions can be retried. Before use, payroll documents are checked for duplicates by file, employee, and period, or by document number and recipient.
04What runs automatically
Automations that save time.
New attachments are sent for extraction
When a new attachment arrives in an enabled inbox and folder, it is automatically sent for data extraction. You do not need to hand off documents for processing manually.
Results are written to the invoice
When extraction runs on an existing received invoice, the result is written directly to it once returned. There is no manual copying, and the invoice continues through approval.
Stalled records trigger an alert
Every five minutes, the system marks stalled records as failed and sends an alert. You find out about the issue promptly and can rerun the extraction.
Suggested accounts after extraction
If account coding suggestions are enabled, a draft coding is generated once the document is extracted. Your accountant gets a ready-made suggestion to review instead of picking accounts from scratch.
External integrations
- External AI extraction serviceDocuments are sent over HTTPS to an external AI extraction service, and the result returns as JSON—either immediately or via a callback. Outbound connections are restricted by an allowlist rule.
- Company details from ARESThe system looks up suppliers in ARES (the Czech business register), so you do not have to type in company details by hand.
- VAT ID verification via VIESEU VAT IDs are verified via VIES. Supplier details are checked right as the document is processed, without a separate lookup.
- Attachments straight from inboxesExtraction pulls attachments from email inboxes in Draivix. For each inbox, you choose which document type to create from attachments and which folders to monitor.
What the AI agent handles
Ask the assistant to extract a document
Ask the assistant to extract an uploaded document and it will trigger extraction using the start_document_parsing tool. This creates a draft that you then review yourself.
A person approves whenever money, a customer, or an exception is involved.
05Frequently asked questions
Does AI post the invoice on its own?
No. It prepares a draft received invoice, and a person then reviews and approves the document.
Can Draivix pull invoices straight from email?
Yes. Attachments from selected inboxes and folders are extracted automatically, and for each inbox you specify which document type should be created.
How does the system identify the supplier?
It looks the supplier up via ARES and VIES. If the supplier is not in your directory yet, it offers to link them to an existing company or create a new record.
What if an invoice is not addressed to our company?
Customer verification rejects the document. It identifies your company by the postal codes you configure.
Which document types can it extract?
Received invoices, sales orders and payroll documents.
- Issued invoices and paymentsInvoices, advance invoices, credit notes, and tax documents for payments with gap-free numbering
- Czech VAT, VAT control statements and ISDOCCzech VAT returns, control and EC sales lists in XML, ISDOC, CNB exchange rates and VIES
- Business email in ERPAll company inboxes in one system, linked to customers and orders
- Attendance and time trackingClock-ins and clock-outs via RFID terminal, web, and mobile, plus monthly timesheet approval
- Payment matching and reconciliationMatches bank transactions with invoices, advance invoices, received invoices and payroll
- Received invoices and approval workflowsSupplier invoice intake, purchase order matching, approval workflows and payment
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