The Problem
You're wasting hours every week copy-pasting data from your purchase orders. Errors pile up, and your team loses precious time on repetitive tasks.
How it works
1. Create a template
Define the fields to extract from your purchase orders (number, date, amount, etc.).
2. Set up automation
Connect Google Sheets and define how data should be sent.
3. Upload your documents
Drag and drop your files. Extraction and sending happen automatically.
Purchase orders are critical documents in the supply chain. They define what was ordered, at what price, and serve as reference for matching with invoices. Automatic extraction of these documents to Google Sheets transforms a pile of papers into usable data for control and analysis.
Purchase Order Processing: Digitizing Your Orders
Processing purchase orders (POs) is a recurring task for procurement teams. Each placed order generates a document that must be tracked, matched with deliveries, then with invoices.
Automatic extraction captures key information from each purchase order:
- Order number - Order date and requested delivery date - Supplier - Product lines with quantities and unit prices - Total amount net and gross - Payment terms
This data, once in Google Sheets, becomes the foundation of your procurement tracking.
- •Extraction of number and key dates
- •Supplier identification
- •Reading of product lines
- •Automatic total calculation
Order-Delivery-Invoice Matching
One of the main benefits of purchase order extraction is facilitating three-way matching: order, delivery, invoice. This process, often called "3-way matching", is essential to avoid incorrect payments.
With PO data in Google Sheets, you can:
**1. Compare quantities** Verify that delivered quantities match ordered quantities.
**2. Validate prices** Ensure that invoiced prices match negotiated prices on the purchase order.
**3. Identify discrepancies** Automatically highlight differences for investigation.
**4. Track open orders** Know which orders have not yet been delivered or invoiced.
Use Case: Procurement Tracking for SMBs
An industrial SMB places 50 purchase orders per month with 20 different suppliers. Without a centralized system, tracking becomes chaotic: which orders are in progress? Which have been partially delivered? Which have pending invoices?
With Extralys connected to Google Sheets, the workflow becomes:
1. Each issued purchase order is uploaded to Extralys 2. AI extracts all information: number, supplier, lines, amounts 3. Data feeds a procurement tracking spreadsheet 4. Google Sheets formulas calculate current commitments 5. Alerts flag late orders
Result: complete visibility on supplier commitments, better expense control, and simplified matching.
- •Centralized tracking of all orders
- •Visibility on current commitments
- •Alerts on delivery delays
- •Simplified matching with invoices
No-Code Document Extraction: Accessible to Everyone
Document extraction was historically a technical domain, requiring developers to configure rules and extraction zones. Extralys changes this with a 100% no-code approach.
Creating an extraction template for your purchase orders takes just a few clicks:
1. Indicate the fields you want to extract 2. AI automatically understands where to find them 3. Test on a few documents to validate 4. Connect to Google Sheets and you're ready
No need to define precise zones, no need to code. Artificial intelligence adapts to different purchase order formats you receive or issue.
Generative AI for Document Processing
Extralys uses the latest advances in generative AI to understand your documents. Unlike traditional rule-based solutions, our approach enables:
**Contextual understanding**: AI understands that an amount followed by "€" is a price, even without an explicit label.
**Adaptation to variations**: Each supplier has their own purchase order format. AI adapts without specific configuration.
**Intelligent line extraction**: Product tables are extracted with their headers, even if structure varies.
**Ambiguity handling**: Uncertain cases are flagged for human validation.
This cutting-edge technology is now accessible to SMBs thanks to our freemium model.
Try with 50 Free Extractions
Ready to automate extraction of your purchase orders to Google Sheets? Create your Extralys account and test with 50 documents for free.
Set up your extraction template, connect your Google Sheets, and discover how to transform your procurement tracking. From paper pile to analytical dashboard in just a few clicks.