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NovaDocs
Document AI · Payables and sales · SAP Business One
Your documents arrive. NovaDocs turns them into transactions.
Invoices, purchase orders, delivery notes and more arrive as PDFs, scans or photos in a mailbox, a folder or WhatsApp. NovaDocs reads them with AI, validates them against your ERP and gets them ready in SAP Business One, with no typing and human approval where it matters.
PDFs, scans and photosEmail · Folder · Portal · WhatsAppNo per-vendor templates3-way matchingApproval from your phoneSAP Business One
Download brochure (PDF)Invoice_A-004512.pdf
invoices@yourcompany.com
VendorAndina Distributors Inc.99%
Tax IDJ-40123456-799%
Invoice no.A-00451298%
Purchase orderPO 338196%
Lines14 items94%
Vendor found in SAP
Matches PO 3381 and its goods receipt
No duplicates or bank detail changes
A/P invoice created as a draft in SAP Business One
Sample data
0
Templates to configure per vendor
0
Input channels: Microsoft 365, IMAP, folder, manual upload, vendor portal and WhatsApp
24/7
Continuous processing, even after hours
0%
Traceability: original, extracted data and who approved
Benefits
What your company gains with NovaDocs
Team
Fewer people typing
The same team handles far more documents: people move from typing to reviewing exceptions only.
Costs
Fewer costly errors
Prevents duplicate payments, wrong withholdings, fraud and rework.
Revenue
Orders invoiced sooner
Customer purchase orders become sales orders instantly: you ship and invoice faster.
NovaDocs
Every document typed by hand means time, errors and risk.
01
Manual data entry
Every invoice is keyed into the ERP: hours of work, transcription errors and delayed closings.
02
Scattered documents
PDFs in mailboxes, scans in folders and photos in chats. Nobody knows what arrived, what is missing or what was posted.
03
Risk of paying wrong
Duplicate invoices, amounts that do not match the PO or bank account changes that slip through.
NovaDocs
From inbox to ERP in four steps
- 1
Receive
Connect a mailbox like invoices@yourcompany.com, a shared folder, WhatsApp or the vendor portal, or drag in the files. NovaDocs picks up every document as it arrives.
- 2
Understand
AI identifies the document type and extracts header, lines, taxes and totals, even from a scan or a photo.
- 3
Validate
Cross-checks vendor, purchase order, goods receipt, quantities and taxes against SAP Business One.
- 4
Post
Creates the document in SAP as a draft or posts it based on your rules. Anything uncertain goes to a review queue.
Estimate your savings
How much time does your team spend typing?
Move the sliders using your company numbers.
Indicative estimate assuming 80% of documents are processed touchless. Actual results depend on your documents and processes.
400
hours freed per year
50
8-hour workdays
4,800
documents per year with no typing
NovaDocs
What no OCR does
Features designed by IDA to go far beyond reading text.
Learns from every correction
IDA innovationWhen someone fixes a field, NovaDocs remembers it for that vendor. Accuracy improves with use, without retraining or templates.
Fraud guardian
IDA innovationDetects duplicate invoices, out-of-pattern amounts and changes to vendor bank details before they get paid.
Automatic reply to sender
IDA innovationIf the PO is missing, the tax ID does not match or the document is unreadable, NovaDocs replies to the vendor explaining what to fix.
Invoices via WhatsApp
IDA innovationDrivers, sales reps or vendors snap a photo and send it via WhatsApp. NovaDocs processes it just like a PDF.
Ask your documents
With NEXO AIWith NEXO AI: "which invoices from this vendor are due this week?" or "show me the PO for this invoice", in plain language.
Field-by-field confidence
Every extracted value comes with a confidence score. Your team only reviews what is uncertain, not the whole document.
NovaDocs
Documents it processes
Vendor invoices
Header, lines, taxes and totals, linked to the purchase order and goods receipt.
Goods receipts
Records what was received against the purchase order and completes the 3-way match: order, receipt and invoice.
Purchase orders
Turns quotes or orders received into purchase orders and warns when prices drift from history.
Customer purchase orders
The order your customer emails becomes a sales order in SAP with their price list, stock check and delivery date.
Delivery notes and waybills
Receipts and shipments recorded with their digital proof attached.
Credit and debit notes
Automatically linked to the original invoice.
Payment and withholding receipts
Reconciled against open vendor or customer invoices.
Other documents
Contracts, certificates and supporting files classified and archived with the ERP record.
NovaDocs
It comes in the way it already arrives
No change to your vendors’ or customers’ habits.
Microsoft 365 email
Reads the invoice mailbox via Microsoft Graph and picks up PDF, image, XML or JSON attachments.
IMAP email
Works with any email provider: Gmail, Zoho or your own hosting.
Shared folder
Ideal for scanners: whatever lands in the folder is processed, and anything that fails is set aside for review.
Manual upload
Drag and drop one or several files at once from the portal.
WhatsApp and vendor portal
Photos via WhatsApp and invoices the vendor uploads themselves, with their status in view.
Channel health
Metrics per channel, last error with a suggested fix and an email alert after 3 failures in a row.
NovaDocs
Validated against SAP Business One before it lands
NovaDocs queries SAP in read-only mode to stop the errors that today are found too late.
3-way match
3-wayCross-checks the invoice with the purchase order and goods receipt: quantities, prices and open items.
Price variance
Warns when a purchase order price drifts from the last price paid.
Real duplicates
Detects the same invoice even when it arrives scanned and as a native PDF, or with the number written differently.
Business partner
Checks that the vendor or customer exists and is active, finding it by tax ID or name.
Items and accounts
Matches each line to a valid item or G/L account, with suggestions based on that partner’s purchase history.
Totals and taxes
Checks that lines, taxes and total add up, and requires a due date when applicable.
NovaDocs
Your team only touches what needs attention
What is correct moves on by your rules; what is uncertain reaches the right person with the original alongside.
Command center
Today’s pending items, ready for SAP, errors, average time to SAP, hours saved and AI spend for the month.
Review screen
The original next to the extracted data, highlighting where each value came from, with inline correction and one-click discard of unrelated files.
Approval rules
By partner, amount, currency or document type: auto-approve, request approval or send to review.
Approval from your phone
MobileThe approver gets a secure single-use link, sees the summary and lines and approves or rejects with a reason, without logging in.
Full history
Each document keeps its timeline: receipt, reading, validations, corrections, approvals and delivery to SAP.
Safe retries
If SAP does not respond, the document is flagged with the error and retried without duplicating.
NovaDocs
Vendor portal
A simple space where each vendor submits invoices and tracks their status, with no calls or “did you get my invoice?” emails.
No passwords
PortalThe vendor signs in with a magic link sent to their email.
Up to 10 files at once
Uploads invoices from a computer or phone, in Spanish or English.
Status in view
Received, In review, Accepted or Rejected, with the reason when rejected.
SAP partners only
You invite vendors that exist in SAP, resend invitations or revoke access instantly.
Vendor already identified
Documents arrive linked to their business partner, ready to validate.
To each their own
Each vendor sees only their own documents.
NovaDocs
Artificial intelligence under your control
Each company picks its AI provider and model, with its own key, and controls what it spends.
OpenAI or Anthropic
No lock-inWith your company’s key and the model you prefer. A document can be reprocessed with another provider or model.
Two-step classification
A low-cost model discards newsletters, logos and unrelated files before paying for the full read.
Monthly budget
Monthly spend per model; when the cap is reached, processing pauses and admins are notified. Nothing is lost: documents wait.
Partner memory
Remembers how each vendor or customer was corrected and applies it next time; if a person corrects the document type, their decision prevails.
NovaDocs
Control, security and compliance
Safe for your SAP
Service LayerNever writes directly to the database: it reads in read-only mode and creates documents through the official Service Layer, respecting SAP validations and permissions.
Tax validation
Checks tax IDs, tax calculations and withholdings according to your rules.
Archive and traceability
The original stays linked to the SAP document, with a history of who reviewed, corrected and approved.
Roles and permissions
Viewer, reviewer and admin profiles per company; the AI key is stored encrypted.
Nightly backup
Daily copy of the originals with integrity verification and a restore guide.
Multi-company and bilingual
Data, channels, rules and AI kept separate per company, with an interface in Spanish and English.
Why NovaDocs
- Not just OCR: it understands the document and validates it against your ERP before posting.
- No per-vendor templates: works with new formats from the very first document.
- Native to SAP Business One, built by consultants with more than 14 years of SAP experience.
- Human in control: drafts, exception queue and approvals where it matters, even from your phone.
- Safe for your SAP: it never writes directly to the database; everything goes through the official Service Layer.
- Your vendors see the status of their invoices in their own portal, with no calls.
- AI of your choice, with a budget: no single-provider lock-in and no surprises.
- Part of the IDA ecosystem: integrates with NEXO AI, InStock WMS and InSales.
NovaDocs
What people ask us most
What is NovaDocs?
It is an intelligent document processing solution: it reads invoices, purchase orders and delivery notes as PDFs, scans or photos with AI, validates them against your ERP and posts them to SAP Business One.
How does it receive documents?
By email (Microsoft 365 or any IMAP mailbox), a shared folder, WhatsApp, manual upload or the vendor portal. NovaDocs picks up each document as soon as it arrives, including after hours.
Does it write directly to the SAP database?
No. It queries SAP Business One in read-only mode and creates documents through the official Service Layer, respecting its validations and permissions. You decide in the portal whether they arrive as drafts or posted.
Do I need to set up templates per vendor?
No. NovaDocs needs no vendor templates and learns from every correction.
How does it prevent errors and improper payments?
It validates each document against purchase orders and goods receipts, detects duplicates and bank account changes, and asks for human approval where it matters, with full traceability.
Send us your documents and watch them land in SAP
In a demo we process real invoices and purchase orders from your company and show you the result in SAP Business One.