Aisbear in actionSmart Document Extraction & Integration
Aisbear reads emails and folders, extracts key fields from invoices and contracts, and exports them into your existing systems.
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Smart Document Extraction turns unstructured documents into clean, usable data that your systems can actually work with. Instead of teams manually downloading PDFs from email, opening attachments, and re-typing invoice or contract details into ERP, billing or CMS, Aisbear connects to shared mailboxes, folders or DMS and ingests documents automatically.
AI then classifies each file, converts it to text, and extracts key fields such as amounts, dates, counterparties, IDs or clauses – across invoices, contracts, orders, HR documents and more – so they become searchable, structured information rather than "dead" attachments.
On top of that, Aisbear uses configurable flows to validate and enrich the extracted data and then exports it into your existing systems via APIs or integrations (ERP/SAP, CRM, HRIS, CMS, ticketing tools…). Business rules and approval steps are designed in a no-code editor, so you can decide which documents go straight through and which require manager review or finance approval. Every step is fully auditable and access-controlled, making Smart Document Extraction suitable even for regulated environments where you need both automation and traceability.
Example User Stories
- "Aisbear reads emails and folders, extracts key fields from invoices and contracts, and exports them into your existing systems."
Invoices Straight to ERP
The finance team forwards incoming invoices to a dedicated mailbox or drops them into a shared folder connected to Aisbear. The Smart Document Extraction flow automatically picks up each PDF, turns it into text, and pulls out key fields like supplier name, invoice number, due date and total amount.
After a quick validation step in Aisbear, the structured data is pushed directly into the billing or ERP system, so accountants no longer have to re-type invoice details from email attachments.
Contract Data in Your CMS
The legal team uploads new and existing contracts into Aisbear from a contracts folder or DMS. Aisbear reads each document, identifies key information such as contracting parties, start and end dates, renewal terms and critical clauses, and then saves these fields as structured data.
That data is automatically exported into the contract management system or CMS, making it easy to search for "contracts expiring next quarter" or "agreements with auto-renewal" without manually scanning through long PDFs.
KYC Files into Customer Profile
During customer onboarding, clients upload identity documents and supporting KYC files into a portal that forwards everything to Aisbear. Smart Document Extraction processes each file, extracting names, IDs, addresses, expiry dates and other relevant attributes, then pushes the structured data into the KYC or CRM system.
Compliance teams get cleaner data, faster onboarding and a complete, searchable customer profile without retyping information from scanned documents.
Purchase Orders into Procurement
Suppliers send purchase orders by email as PDF attachments, which used to be manually processed by the procurement team. Now, these emails land in a mailbox or folder connected to Aisbear, where Smart Document Extraction reads each PO, identifies supplier, PO number, delivery dates, line items and totals, and exports the data into the procurement or ERP system.
The team can approve or adjust extracted data in Aisbear before it’s synced, significantly speeding up the purchasing process.