Invoice OCR Capture

AI-powered invoice capture that extracts data from emailed PDF invoices, matches PO lines automatically, and converts validated records into vendor bills in 1 click - with OCR learning per vendor.

Zero

Manual invoice data entry

Fields extracted and mapped automatically from every PDF

Auto

PO matching and line import

PO lines identified and matched without manual selection

AI

OCR learning per vendor

Vendor-specific field mappings remembered and improved over time

1-Click

Vendor bill creation

Validated review record converts to vendor bill instantly

Overview

From emailed invoice PDF to vendor bill without manual data entry

AP teams at companies with high invoice volumes spend significant time on data entry - copying vendor names, dates, line items, and amounts from PDF invoices into NetSuite. Every field keyed manually is an opportunity for error, and every error is an opportunity for a late payment or a reconciliation problem.

Archer's Invoice OCR Capture application automatically extracts text from scanned invoices, maps fields to NetSuite, and stores the result in an OCR Bill Review record. AP validates data side-by-side with the original PDF. Fields extracted include vendor, date, currency, subsidiary, line items, quantities, rates, tax, and freight.

PO lines are matched automatically or selected manually. When no PO exists, a Purchase Order can be generated directly from the OCR Bill Review record. OCR Learning remembers vendor-specific field mappings, reducing effort on repeat invoices. A built-in dashboard tracks unprocessed files, pending reviews, processed bills, and failed PDFs.

Key features

Built natively inside NetSuite.

No integrations to configure. No external vendors to manage. Every capability lives where your operations run.

Capture

Email invoice capture

Vendors email PDF invoices to your NetSuite address. Forwarded and processed automatically - no manual downloads or file management.

Extraction

Automatic field mapping

OCR extracts vendor, date, currency, subsidiary, line items, quantities, rates, tax, and freight from every invoice automatically.

Validation

Side-by-side PDF validation

AP reviews OCR output alongside the original PDF invoice before creating the bill. Errors corrected in one place.

Matching

PO auto-matching

OCR automatically identifies and matches Purchase Orders, pulling PO lines into the bill without manual selection.

Learning

OCR learning per vendor

The application remembers vendor-specific field mappings over time, reducing manual effort and improving accuracy on repeat invoices.

Dashboard

Exception dashboard

Built-in dashboard tracks Staged, Analysing, Processing, Processed, and Error records. Instant visibility into failed PDFs and missing items.

How it works

From setup to live in days, not months

Configurable without custom coding. Every step runs inside your existing NetSuite instance.

  1. 01

    Vendor emails invoice PDF

    Vendors email PDF invoices to your NetSuite inbox. The application receives, queues, and processes them automatically - no manual download required.

  2. 02

    OCR extracts and maps fields

    OCR extracts all key fields - vendor, date, currency, line items, quantities, rates, tax, freight - and maps them to an OCR Bill Review record in NetSuite.

  3. 03

    AP validates side-by-side with PDF

    AP team reviews extracted data alongside the original PDF in a split-screen view. Corrections made directly on the review record before bill creation.

  4. 04

    PO lines matched automatically

    OCR identifies and matches Purchase Orders automatically, pulling PO lines into the bill. Manual selection available when auto-match needs review.

  5. 05

    Create bill in 1 click

    Validated OCR Bill Review converts to a vendor bill in 1 click, routed through the standard NetSuite approval workflow automatically.

Who it is for

Built for FDA-regulated companies on NetSuite

Life sciences and healthcare teams that need enterprise-grade capabilities without leaving NetSuite.

Biotech and Pharma

CRO and CMO vendor bill processing

Pharma and biotech companies processing high volumes of CRO and CMO invoices need automated capture that handles multi-currency, multi-language PDFs.

CDMO

Multi-client invoice reconciliation

CDMOs processing invoices across multiple client programs need PO auto-matching and exception dashboards to maintain AP accuracy at scale.

Medical Device

Distributor and supplier invoice processing

Device companies with large distributor networks need automated invoice capture that matches distributor invoices to POs without manual reconciliation.

Specialty Pharma

340B and specialty vendor invoices

Specialty pharma companies with complex vendor invoice formats need OCR learning that adapts to each vendor's layout and reduces AP processing time.

CRO

Sponsor pass-through invoice processing

CROs processing sponsor pass-through invoices need automated capture with PO matching that keeps billable costs accurately tied to the correct study.

Cell and Gene Therapy

Raw material and reagent supplier invoices

Companies sourcing high-value critical raw materials need accurate line-level extraction and PO matching to prevent overpayment and reconciliation errors.

Ready to see it live?

Bring Invoice OCR Capture into your NetSuite environment

Talk with Archer about the workflow, controls, and deployment path for your team.