For Administration

IDP Software for Administration: Automate Supplier Invoices and Reconciliation

Supplier invoices, credit notes and bank statements reach your ERP without being retyped: every value is checked against your master data, and your finance team only reviews the exceptions.

This solution is part of Data Alchemy, the IDP (Intelligent Document Processing: automated reading of documents with AI) platform that captures, extracts and validates data from your documents and writes it straight into your ERP.

Why Automate Document Management in Administration

The administration department handles hundreds of documents daily: supplier invoices, bank statements, credit notes and F24 forms. Manual handling of these document flows leads to:

✓High data entry time: manual invoice registration takes an average of 3-5 minutes
✓Transcription errors: 15-25% of business inefficiencies stem from data entry errors
✓Payment delays: slow registration compromises supplier relationships
✓Reconciliation difficulties: manually matching bank movements and invoices requires hours of work

With Data Alchemy's IDP software, the entire payable and receivable cycle is automated: from document acquisition to ERP registration, with automatic validation and intelligent matching.

Supplier InvoicesAuto-processing

Supplier Invoices

Automatic extraction and 3-way validation: invoice-order-delivery note with price list matching.

>Supplier data, amounts, due dates
>Line items and VAT rates
>Matching with orders and delivery notes
>Price verification vs. agreed price list

Customer InvoicesAuto-processing

Customer Invoices

Automatic generation of accounting data for posting accounts receivable invoices.

>Customer data and destination
>Amounts, VAT, withholdings
>References to orders and delivery notes
>Export for accounting

Bank StatementsAuto-processing

Bank Statements

Automatic reconciliation of bank transactions with open items.

>Transaction import from PDF/CSV
>Matching with invoices and payment schedule
>Identification of wire transfers and direct debits
>Flagging of unmatched transactions

Credit Notes / F24Auto-processing

Credit Notes and Tax Documents

Automatic matching with original invoices and tax deadline extraction.

>Credit notes: match with invoice
>F24: amount and deadline extraction
>Tax codes and reference periods
>Automatic deadline alerts

AutoReconciliation

-60%Operational time

100%Tax compliance

Data Alchemy is not a document management system and not another OCR engine: it is an AI document management and data extraction platform built for Italian ERP workflows. The platform is hosted in Europe under GDPR, with a dedicated authentication tenant for each client and logical separation of client data, with enterprise SSO through Microsoft Entra ID or Google Workspace and granular permission control. With Data Alchemy AI and the European providers, processing stays in Europe; with Claude and GPT, documents are processed by the respective providers under a DPA.

Integration with Major Italian ERP Systems

Data Alchemy integrates natively with the most popular ERP systems in Italian SMEs: SAP Business One and SAP S/4HANA, Zucchetti (Ad Hoc Revolution, Infinity, Mago), TeamSystem (Enterprise, Gamma, Alyante), Microsoft Dynamics 365 Business Central and Oracle NetSuite. The connection runs through the AI agent installed at your premises (a database, CSV, JSON or TXT files, or APIs) — no manual re-keying. For custom or in-house management systems, our developer REST API and signed webhooks (HMAC SHA-256) let you plug invoice data into any stack. With the AI agent, ERP integration setup takes 2–5 working days without custom integrations, including configuration and operator training.

FAQ

FAQ — IDP Software for Administration: Automate Supplier Invoices and Reconciliation

Data Alchemy captures supplier invoices (PDF, XML, email) and automatically extracts data such as company name, P.IVA (VAT number), amounts, due dates, and line item details. It then performs 3-way matching by comparing the invoice against the purchase order and DDT, flagging discrepancies before they reach the accounting books. The entire process cuts the operational time of the accounts payable cycle by 60%.

Data Alchemy's intelligent validation cross-references extracted data against the master records in your ERP/CRM system in real time. It checks supplier matches, item codes, prices, and terms. After 3 matches confirmed by the same operator, the system learns and automatically suggests future correspondences, progressively reducing the need for human intervention.

Yes. Data Alchemy is fully compliant with GDPR and Italian data protection regulations. The platform is hosted in Europe on Scaleway, an ISO/IEC 27001 certified provider, with its primary site in Milan and a secondary site in another European region. With Data Alchemy AI and the European providers, processing stays in Europe too; with Claude and GPT, documents are processed by the respective providers under a DPA. Access is through Microsoft Entra ID or Google Workspace SSO via LoginMaster, with roles and permissions, and user actions (upload, edit, download, deletion) are logged. Uploaded documents are kept for 7 days on the Basic licence and for up to 60 days on Business and Enterprise.

Manual data entry errors cost businesses 15-25% of revenue in inefficiencies. An IDP like Data Alchemy eliminates manual transcription, reads documents with 99.8% accuracy (measured with Claude), validates every data point in real time against your management system, and flags inconsistencies before they become accounting or logistics problems.

IDP Software for Logistics: Automate Delivery Notes (DDT), Packing Lists and CMR

Delivery notes (DDT), packing lists, proofs of delivery and CMR waybills go into your warehouse system without being retyped: your team only checks the discrepancies that get flagged.

For Sales

Customer Order Automation Software for the Sales Department

Customer orders arriving by email — as PDFs, in Excel or in the email text — go into your ERP without being retyped: your sales team is only notified when an order needs checking.

Enterprise licence

Order Dispatcher: from PDF to order in your CRM

Order Dispatcher turns the order read by the AI into a draft order in your CRM, already filled in and with the original PDF attached: it recognises the customer and delivery location, applies commercial terms from master data and matches products by code or EAN.

View all IDP solutions

Weighing up a document management suite for accounts payable? Our comparison of the DocuWare alternatives puts the two approaches side by side: a document management suite sold as licences and modules versus an IDP platform with a Basic, Business or Enterprise licence and pay-as-you-go credits.

Want to automate your department's documents?

Activate the free Demo with 10 documents and try the AI reading on your own files, or contact us to plan a call with a demo on your own documents.

Activate the free Demo (10 documents)Plan a call with a demo on your own documents