Retail & consumer goods
Turn supplier paperwork into clean, checked data
Documind reads invoices, product sheets, emails and store photos. It checks every value. It asks a person when unsure, then fills your systems.
Photo
Photo of a delivery note
“24 cases printed. Handwritten next to it: '22 cases received'.”
Spreadsheet
Supplier price list in Excel
“1,200 items: barcode, pack size, price.”
Email text
Complaint email with a photo
“The jar arrived broken. Photo attached. Order 7781-204.”
Three everyday problems
-
Your team types supplier papers into the system all day.
Invoices and delivery notes come in every layout. Someone keys each line and checks it against the order. Mistakes still slip through. 1
-
New products wait because a barcode or a weight is missing.
Supplier sheets come as PDF and Excel. One missing weight or pack size holds the product back. Your team emails the supplier again and again.
-
Returns and deductions cost money nobody checks.
Return emails with photos pile up in the inbox. Deductions from chains go through without a check. Money goes out before anyone looks. 2
- 1. Ardent Partners' 2025 figures put the average cost to handle one supplier invoice at about USD 9 to 11. Tipalti, citing Ardent Partners, 2025
- 2. US shoppers were expected to return 15.8% of what they bought in 2025 (NRF forecast, October 2025). Digital Commerce 360, citing NRF, 2025
Pick a use case
Choose a task. See what comes in, what Documind checks, and what goes out.
An invoice and a delivery note arrive. Documind matches them with your order and what the store received.
1 · Content in
- AttachmentSupplier e-invoice“It arrives as data. Documind matches it and does not read it again.”
- PhotoPhoto of the delivery note“24 cases printed. Handwritten: '22 cases received'.”
2 · What Documind checks
All 9 lines match order 4500-1187.
The invoice says 24 cases. A note written by hand says 22 arrived.
3 · Action out
- Clean invoice written into your ERP
- Short delivery sent to the buyer, with the photo
Arrives · Read · Check · Ask if unsure · Write
Sample data
A supplier sends new item sheets. Documind fills the product record and asks for what is missing.
1 · Content in
- Email textSupplier email“Three new items for the spring range.”
- AttachmentProduct sheet PDF“Pasta, 500 g, 12 per case, made in Italy.”
- SpreadsheetPrice list in Excel“Barcode, pack size, case weight, price.”
2 · What Documind checks
The last digit checks out. The number is new in your list.
12 × 500 g is 6 kg. The sheet says 8 kg net per case.
3 · Action out
- Product record filled in your product system
- Email drafted to the supplier: what is missing or wrong
Arrives · Read · Check · Ask if unsure · Write
Sample data
A chain takes a deduction for a promotion. Documind checks it against the signed agreement.
1 · Content in
- AttachmentSigned promotion agreement“10% off three items, 1 to 15 March.”
- SpreadsheetDeduction list from the chain“48 lines: store, item, date, amount.”
2 · What Documind checks
The agreement and the claim say 10%.
Lines 31 to 36 are dated 18 March. The promotion ended on 15 March.
3 · Action out
- Valid lines sent to finance
- Dispute list drafted, with the agreement page
Arrives · Read · Check · Ask if unsure · Write
Sample data
A customer emails a photo of a broken item. Documind finds the order and opens the return case.
1 · Content in
- Email textComplaint email“The jar arrived broken. Order 7781-204.”
- PhotoCustomer's photo“A broken glass jar in the box.”
2 · What Documind checks
Delivered 6 days ago. Your return window is 14 days.
The photo shows a jar, but the label is not readable.
3 · Action out
- Return case opened in your order system
- Reply drafted with the next step
Arrives · Read · Check · Ask if unsure · Write
Sample data
A driver sends a photo of the signed delivery note. Documind closes the delivery or flags a problem.
1 · Content in
- PhotoPhoto of the signed delivery note“Store 112. Signed. 40 crates.”
- Email textDriver's email“Delivered at 07:15. Photo attached.”
2 · What Documind checks
The order and the note say 40 crates.
The same photo came with delivery 2026-3301 last week.
3 · Action out
- Delivery closed in your order system
- Reused photo sent to your logistics team
Arrives · Read · Check · Ask if unsure · Write
Sample data
A sales rep sends shelf photos. Documind turns them into a checklist for the store.
1 · Content in
- PhotoPhoto of a shelf price tag“Pasta 500 g: EUR 2.49.”
- SpreadsheetStore price list in Excel“Store 112, prices from 1 October.”
2 · What Documind checks
All 18 photos show the store and the date.
The tag says EUR 2.49. The list says EUR 2.29 from 1 October.
3 · Action out
- Task for the store manager: fix 3 tags
- Store checklist, with the photos
Arrives · Read · Check · Ask if unsure · Write
Sample data
When it asks a person
Documind does not guess. When it is not sure, it shows a person the choices and the reason. Try it.
Cases received on the delivery note
Did 22 or 24 cases arrive?
Pick the right value
Sample data
Where the data goes
Documind writes the checked result into the systems you already use.
-
SAP or your ERP - Your product or order system
- Reply email to a customer or supplier
- Task for a store, a buyer or finance
Any system that can receive an API call or a webhook.
Your data stays with you
- Runs on your own servers. Nothing is sent to an outside AI service.
- Works without internet, on AI models you own.
- Every step is recorded and cannot be changed later. Auditors see who approved what, and when.
- GDPR & KVKK aligned
- SOC 2 Type II in progress
Questions people ask
What can Documind read?
Supplier invoices, delivery notes, product sheets and price lists in Excel. It also reads emails, customer photos, delivery photos and shelf photos. You list what you need in plain words. No templates are needed.
Does it work with e-invoices and electronic delivery notes?
Yes. They already arrive as data, so Documind does not read them again. It matches them with your orders and what you received. Tax IDs are checked with their check digits. Paper, photo and emailed invoices are read first, then matched the same way.
How does it know when it is wrong?
Three different AI models read each value and must agree. Math and format rules check totals, barcodes and dates. When it is not sure, a person decides. Every answer shows the spot on the page or photo it came from.
Does it see every product on a shelf?
No. It reads the price tags in your photos and checks them against your price list. It turns the photos into a checklist for the store. When a tag is hard to read, it asks a person.
Does it approve refunds by itself?
No. It finds the order, checks your return rules and opens the case. It drafts the reply. Your team decides on the refund.
Where is our data kept?
On your own servers. Documind can run without internet, on AI models you own. Nothing is sent to an outside AI service. Documind is GDPR and KVKK aligned. SOC 2 Type II is in progress.
Map your process with us. Go live in the demo.
In the demo we look at how supplier invoices, delivery notes and returns move through your team today. Then we put your first workflow live, on your own systems.