Bista Document AI

Turn Incoming Documents Into Usable ERP Records

Vendor invoices become draft bills. Customer purchase orders become quotations or sales orders. Packing slips become prepared inventory receipts. Bista Document AI reads the documents your teams receive, checks the details against your ERP, and creates the appropriate record. Your people step in when something needs a closer look.

It works with Odoo and NetSuite, and handles different document layouts without a template for every vendor or customer. Bista can get the solution running in days, depending on your integration and workflow requirements.

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From Invoice To Draft Bill

Consider an invoice from Skyline Industrial Supply for three items totaling $378.88. It references purchase order P00917. Document AI reads the invoice number, date, vendor, line items, tax and total, then checks those details against Odoo.

Details Read From The Invoice Value Confidence
Vendor Skyline Industrial 99.8%
Invoice number INV-2026-04821 99.9%
Invoice date September 8, 2026 99.6%
PO reference P00917 99.7%
Line items 3 99.2%
Tax $28.88 94.1%
Total $378.88 99.9%

Odoo confirms the vendor, finds no duplicate invoice number, and matches the purchase order and receipt. The quantities and prices fall within the configured tolerance. The tax is $0.02 different from Odoo’s calculation, so that field goes to a reviewer. The result is a draft vendor bill, BILL/2026/09/0318, with the original document available for reference.

Illustrative example using sample document and ERP data.

Overview Of How Bista Document AI Works

What it does?

Classifies incoming documents, extracts their details, checks them against your ERP, and creates the corresponding records. It uses OCR, computer vision, and language models.

Where teams use it?

Accounts payable, customer order entry and receiving.

Documents it handles

PDFs, scans, photos, email bodies and spreadsheets, including invoices, credit notes, customer POs, packing slips, delivery notes and bills of lading.

ERP systems

Odoo and NetSuite. Depending on the workflow, it creates vendor bills, quotations, sales orders, or incoming receipts.

Accuracy and Speed

99.4% extraction accuracy and under two seconds from document to ERP-ready data. Each field receives a confidence score; uncertain details go to review.

Setup and deployment

No document templates or model training required. Cloud and on-premises deployment are available.

Pricing

Plans start at $25 per month for up to 400 pages. ERP integration and implementation are quoted separately.

How a document gets from the inbox into your ERP

The same five steps apply to each document type. The checks and the record created depend on whether the document is an invoice, a customer PO or a shipping document.

  • Capture. Documents arrive through a shared inbox, upload, scanner or cloud folder. They can be PDFs, images, spreadsheets or text in an email.
  • Classify. Document AI identifies the document type and sends it to the right workflow.
  • Extract. It reads header details, line items and tables, with a confidence score for each field.
  • Validate. It checks the extracted information against live ERP records, including vendors, customers, products, purchase orders, receipts, prices, taxes and possible duplicates.
  • Create and review. Documents that pass your checks produce the appropriate ERP record. Exceptions go to a reviewer, who can see the source document alongside the extracted data and the reason it was flagged.

Vendor Invoice Automation

Your AP team can spend less time entering invoices and more time resolving the ones that need attention. Bista Document AI reads incoming invoices, checks them against purchase orders and receipts, and prepares draft vendor bills in the ERP.

Vendor Invoice Workflow
What Comes In Invoices and credit notes as PDFs, scans, photos or email text, including multi-page files.
What It Reads Vendor details, tax ID, invoice number and dates, PO reference, payment terms, line items, tax, freight and totals.
What It Checks Vendor details and duplicate invoice numbers; purchase order, receipt and invoice quantities; price and tax tolerances; and whether totals add up.
What The ERP Gets A draft vendor bill linked to the purchase order, with account and tax details filled in and the source document attached.

Invoices Sent For Review

  • Prices outside tolerance
  • Quantities billed but not received
  • No matching purchase order
  • New or unknown vendors
  • Possible duplicates
  • Fields with low confidence

Aabaco automated 75% of its processes with Bista, including invoice intake and sales order entry with automatic field validation.

Customer PO automation

Customers rarely use the same purchase order format. Document AI reads each PO, maps customer part numbers to your products, checks pricing and prepares a quotation or sales order. Your team reviews any details that do not match its rules.

What Comes In

Customer POs in PDFs, scans, spreadsheets or email bodies, including changes and revised orders.

What It Reads

Customer, billing and shipping addresses, PO number, requested delivery date, shipping method, payment terms, customer part numbers, quantities and prices.

What It Checks

Customer and ship-to records, product mappings, pricelist prices, duplicate PO numbers and units of measure.

What The ERP Gets

A quotation or sales order with the customer’s PO number and the source document attached.

Orders sent for review

  • Prices that differ from the pricelist
  • Unmapped customer part numbers
  • New ship-to addresses
  • Duplicate or revised POs
  • Fields with low confidence

For InnoFoods, Bista automated the conversion of purchase orders into sales orders for a key customer. Processing time fell from two days to 25 minutes, with the option to extend the workflow to more orders.

Inventory receipt automation

When a shipment arrives, Document AI reads the packing slip or delivery note, matches it to an open purchase order, and prepares the ERP receipt. The receiving team confirms what physically arrived before the receipt is completed.

Inventory Receipt Workflow
What Comes In Packing slips, delivery notes, bills of lading, advance shipping notices and photos taken at the dock.
What It Reads Supplier and PO reference, shipment and tracking details, SKUs, shipped quantities, units of measure, lot or serial numbers and expiry dates.
What It Checks The open purchase order, product and quantity matches, over- or short-shipments, required lot or serial information and shipments already received.
What The ERP Gets A prepared receipt with the relevant quantities and tracking details, and a backorder where applicable. The received quantities are then available for invoice matching.

Receipts Sent For Review

  • Over-shipments
  • Items absent from the PO
  • Shipments without an open PO
  • Missing lot or serial numbers
  • Fields with low confidence

The receiving workflow also helps AP. Once the actual received quantities are recorded, the invoice workflow can use them in its three-way match without someone looking them up by hand.

What Happens When Document AI Isn’t Sure

Each extracted field has a confidence score, and the document is checked against current ERP data. When a field falls below your threshold, or a validation check fails, a person reviews it before the record is completed.

In the illustrative invoice above, the invoice number, PO reference, and line quantity pass. The tax amount needs review.

Field Confidence Outcome
Invoice number 99.9% Accepted
PO reference 99.7% Accepted
Line quantity 99.2% Accepted
Tax amount 94.1% Review
  • No templates to maintain. A new vendor or customer can send a document in a different layout without requiring a new template or model training.
  • Your review rules. Set the confidence thresholds and decide which checks must pass before a record is created or approved.
  • The document beside the data. Reviewers can compare the original with the extracted fields and the failed check, then correct the details.
  • A link back to the source. The original document stays attached to the bill, order or receipt for later reference.
  • Checks against live records. Validation uses the current vendors, customers, products, purchase orders and receipts in your ERP.

How It Compares With Other Document Tools

Extracting text is only part of the job. The real test is whether you can verify the data and turn it into a usable ERP record. Bista Document AI was built around that workflow by a team that implements Odoo and NetSuite.

Area An Extraction-Focused Document Tool Bista Document AI
Output Captured fields for a person or another system to process Data checked against ERP records, then used to prepare bills, sales orders and receipts
ERP Connection May require a separate integration project Delivered with Odoo and NetSuite workflows by an ERP implementation partner
Business Rules Depend on the product and configuration Configurable matching rules, tolerances and review thresholds
Deployment Depends on the provider Cloud or on-premises
Implementation Depends on documents, systems and scope No per-layout templates; Bista can get a suitable workflow live in days
Pricing Varies by provider Monthly page-volume plans, with custom volume and on-premises options

Plans and Pricing

Plans are based on monthly page volume. Annual payment can save up to 17%.

Plan Monthly price Pages per month Includes
Standard $25 Up to 400 Basic analytics and email support
Premium $49 Up to 2,500 Advanced analytics, integrations and priority support
Signature $99 Up to 5,000 Custom API and connectors, advanced ERP integrations, real-time monitoring and dedicated priority support
Custom Talk to us Based on volume On-premises deployment options, custom AI models and 24/7 support

ERP integration and implementation services are quoted separately from the plan price.

See It work With Your Documents

Send us a few invoices, customer POs or packing slips. We’ll show you how Document AI reads them, what it would prepare in Odoo or NetSuite, and which details your team would need to review.

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    Questions About Intelligent Document Processing

    What is Intelligent Document Processing?

    Intelligent Document Processing, or IDP, uses AI to identify a document and read its contents without a fixed template for every layout. Bista Document AI combines OCR, computer vision, and language models to capture details in invoices, purchase orders, and shipping documents, check them against your ERP, and prepare the corresponding records.

    How does vendor invoice automation work?

    Document AI reads invoices arriving in your AP inbox, including the vendor, invoice number, dates, PO reference, line items, tax and totals. It checks for duplicates and matches the invoice against the purchase order and receipt. If the details pass your rules, it prepares a draft vendor bill in Odoo with the source attached. Missing POs, price differences and uncertain fields go to review.

    Can it turn customer purchase orders into sales orders?

    Yes. It reads customer POs in different formats, matches the customer and shipping address, maps customer part numbers to your products and checks the prices. It then prepares a quotation or sales order in Odoo. InnoFoods reduced processing time for a key customer’s orders from two days to 25 minutes using this workflow.

    How does inventory receipt automation work?

    Document AI reads a packing slip, delivery note or bill of lading and matches it to an open purchase order. It prepares an Odoo receipt with the shipment details, including quantities and available lot, serial and expiry information. Your receiving team confirms what arrived. The recorded quantities also support the invoice’s three-way match.

    Do I need to create templates or train the AI for each vendor or customer?

    No. It can read different layouts without a separate template or training process for each sender. You still set the business rules and review thresholds that apply to your workflows.

    How accurate is it, and what happens when it isn't sure?

    Bista reports 99.4% extraction accuracy. Each field receives a confidence score, and the extracted information is checked against your ERP. A field below your threshold or a document that fails a check goes to a review queue, where a person can compare the original document with the extracted data before approving it.

    Which ERP systems does it work with?

    Odoo and NetSuite. Depending on the workflow, Document AI can prepare vendor bills, sales orders and inventory receipts in the ERP. Bista Solutions is an Odoo Gold Partner and a NetSuite partner.

    Can it run on-premises?

    Yes. Cloud and on-premises deployments are available. Bista Solutions is ISO 9001 and ISO 27001 certified

    How much does Bista Document AI cost?

    Plans start at $25 per month for up to 400 pages. Premium is $49 per month for up to 2,500 pages, and Signature is $99 per month for up to 5,000 pages. Custom plans are available for higher volumes and on-premises deployment. ERP integration and implementation services are quoted separately.