SOLUTION / 001Documents → DataWENT LIVE 02·08·2026A MANUFACTURER

It reads everything. It guesses nothing.

Ten order layouts, a hundred statements with no template, three years of mail: a manufacturer received them in a mailbox and in shared folders. One system reads them, ties them to the same catalogue, the same contracts, the same due dates, and says what it could not work out.

001

The day-to-day

Every document means looking something up somewhere else.

Open the catalogue and the contract for every order, read every email, copy every statement, file every invoice.

An invoice arrives by email

01Read the email

02Read the attachment

03Find the supplier

04Set the due date

05Rename the invoice

01Read the email

02Read the attachment

03Find the supplier

04Set the due date

05Rename the invoice

01Read the email

02Read the attachment

03Find the supplier

04Set the due date

05Rename the invoice

01Read the email

02Read the attachment

03Find the supplier

04Set the due date

05Rename the invoice

01Read the email

02Read the attachment

03Find the supplier

04Set the due date

05Rename the invoice

01Read the email

02Read the attachment

03Find the supplier

04Set the due date

05Rename the invoice

01Read the email

02Read the attachment

03Find the supplier

04Set the due date

05Rename the invoice

01Read the email

02Read the attachment

03Find the supplier

04Set the due date

05Rename the invoice

01Read the email

02Read the attachment

03Find the supplier

04Set the due date

05Rename the invoice

01Read the email

02Read the attachment

03Find the supplier

04Set the due date

05Rename the invoice

01Read the email

02Read the attachment

03Find the supplier

04Set the due date

05Rename the invoice

01Read the email

02Read the attachment

03Find the supplier

04Set the due date

05Rename the invoice

01Read the email

02Read the attachment

03Find the supplier

04Set the due date

05Rename the invoice

Not your job

BUSINESS VIEW

01The day-to-day
Open the catalogue and the contract for every order, read every email, copy every statement, file every invoice.
02The problem
Every document means looking something up somewhere else.
03The solution
Reads, matches by rule first and by resemblance last, checks against the contract, and says what it could not work out.
04Not your job anymore
The reading, the matching, the copying, the classifying, the renaming.
05The person keeps
Approving every order, settling every doubtful case, reviewing every price change.

SYSTEM VIEW

BEFORE
01 · INPUTMAILBOX · FOLDERSemail, PDF, Excel; read-only
SOLUTION
02 · AIREAD
- amount
- date
- number
- sender
a model reads what has no structure, once per document
03 · RULESMATCHING
- EXACT_REF
- EXACT_EAN
- MAPPING
- ALIAS
- FUZZY
the cascade stops at the first stage that succeeds; resemblance last
04 · RULESCERTAINTY
- GREEN · pre-approved
- AMBER · one click
- RED · nothing
a degree, not a result, never “roughly”
AFTER
05 · HUMANVALIDATIONapproves, corrects, decides; the only moment the system learns
06 · OUTPUTDATABASE · WORKBOOKSits own database, its Excel workbooks; never the ERP

01What disappears

WORK
A PDF purchase order means opening the catalogue and the contract., crossed out
SOLUTION
Each line finds its item; the price is checked against the customer's contract. What is certain is pre-approved, what is doubtful waits for a click.
RESULT
10 layouts
WORK
A supplier statement means finding the account, then copying every line., crossed out
SOLUTION
Up to a hundred statements in, one workbook out. A line missing any of the five required fields is set aside with the reason.
RESULT
100 → 1
WORK
An invoice by email means reading the attachment, finding the supplier, setting the due date, renaming, filing., crossed out
SOLUTION
3,465 emails and 6,950 attachments read once; every invoice dated, matched, named by the agreed convention. Filing into the shared space is prepared, not yet run.
RESULT
3,465
WORK
An invoice whose sender is unknown is filed nowhere., crossed out
SOLUTION
When the supplier list does not know the sender, the folder takes the name read on the document. The 99 that remain each carry the reason nothing will unblock them.
RESULT
905 → 99
invoices filed nowhere, out of 2,312, before and after that rule
WORK
A price file edited in a shared folder means knowing that it changed., crossed out
SOLUTION
118 contract workbooks read. Any change to an existing price waits for review; only new entries under a cap apply on their own, and they are shown.
RESULT
118 workbooks
WORK
Stock means knowing what can be assembled from what is sitting idle., crossed out
SOLUTION
The system reads the monthly report and the daily export, computes the complete combinations and shows them with their total.
RESULT

02Data flow

The mailbox, processed step by step.

Nine named steps, in the order the work is done. Each one has a state: waiting, running, done, failed.

01 · DÉPILAGE
Check the mailbox. New messages are collected; the report says how many.
DONE
02 · IMPORT
Import the messages. Messages and attachments enter the database, once each.
DONE
03 · CLASSEMENT
Classify new messages. Invoice, reminder, statement, other: a rule on words and domains first, a model second.
DONE
04 · EXTRACTION
Read new documents. Amounts, dates, numbers, sender. A document already read is not read again.
DONE
05 · DÉLAI
Re-read payment terms. The term written on the invoice, if there is one.
DONE
06 · NATURE
Re-read document type. Invoice, credit note, or not a payable at all.
DONE
07 · ÉCHÉANCE
Set due dates. A date set when it can be derived; otherwise, nothing.
DONE
08 · RATTACHEMENT
Match payables. Each invoice finds its supplier in the reference list, or is marked as sender not recognised.
DONE
09 · REGISTRE
Enter new invoices into the queue. OK, information missing, or unclassifiable. Never “roughly”.
DONE

A degree of certainty, not a result.

GREEN Pre-approved.
Exact reference, EAN code or a previously approved match: the system is certain, so it prepares it.
AMBER One candidate, one click required.
A resemblance: the system shows what it proposes and writes nothing until a person has clicked.
RED Nothing pre-selected.
No stage succeeded: the line stays empty, and says so.

A step that fails is named, with its reason, and does not stop the others. A failure is never shown as a success. That rule had one exception, from 28 August to 2 September: a failure showed green. Measured, fixed, dated.

03Human intervention

What it does not do

No import deletes anything.: A line missing from a file is deactivated, within a scope that is shown. Two sources that disagree produce a flagged conflict. An import can be undone.
No uncertain match is approved by default.: Green means pre-approved, amber asks for a click, red pre-selects nothing.
The system only learns on approval.: A hypothesis that was looked at is not a hypothesis that was approved. Only the correction a person approved is kept.
The same file is only extracted once.: Every document carries its fingerprint; its extraction is cached and never paid for again.

What the person keeps

They approve every order: the only moment the system learns.
They click when a line is amber, choose when it is red, fill in what is missing.
They review every price change, every deactivation, every conflict.
They extend the reference lists from the screen; nothing overwrites them at startup.

RULES: The system does what is certain, shows what is doubtful, names what is missing.
HUMAN: The person approves, corrects and decides.

04What proves it

02·08·2026: went live, the day after the first commit
118: updates reviewed and shipped in seven weeks
145: entries in a log written for non-technical readers
64: changes to the database, applied automatically each time a new version goes live

05Data

READS: PDF, Excel; the accounts payable mailbox, with a permission restricted on the Microsoft side to that one mailbox; Teams and SharePoint folders, read-only.
WRITES: Its own database, its own document store, the Excel workbooks it produces.
DOES NOT WRITE: The ERP, the mail system, SharePoint.
KEEPS: The source document for six months, then a daily pass deletes it. The extraction, the lines and the approval remain.
LOGS: Filing, approval and every change in a document's state are recorded with their author, in the same transaction. Nothing in the system deletes that log.

The common rule is here. →

06Where it actually stands

Went live on 2 August 2026, observed in production until 14 September. Filing invoices into SharePoint is prepared and simulated, not yet run. Time saved has not been measured, and this page does not estimate it.

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