Universal document recognition
up to 99.7%
extraction accuracy
Purchase orders, confirmations, invoices, delivery notes, credit notes — regardless of format. PDF, Word, email, EDI, SAP export.
Business · Document matching
Document matching that reconciles itself.
AI checks purchase orders, order confirmations and invoices automatically — three-way match, tolerance rules and direct posting to SAP. GoBD-compliant, with no manual data entry.
90%
less manual handling time
500+
documents processed automatically per day
up to 99.7%
AI extraction accuracy
< 0.1%
error rate after validation
BusinessSAP
Every day a stack of documents lands in accounts payable. For each invoice somebody has to find the matching purchase order, check the order confirmation and only then approve it. Optimaite Business runs the three-way match fully automatically — in under a second per document.
Process
From inbox to posting — no media break
Five steps that used to occupy an AP team. Now the routine case runs through and exceptions reach a human.
- 01
Documents arrive
Purchase orders, order confirmations and invoices arrive by email, upload, EDI or from SAP. Optimaite recognises the document type automatically — regardless of format, language or layout.
PDF, Word, EDI, ZUGFeRD, XRechnung, SAP export
- 02
AI extracts every field
OCR and AI read order numbers, quantities, prices, items, delivery dates and terms out of every document — including poorly scanned PDFs and unstructured email attachments.
Supplier, PO reference, line items, VAT, payment terms
- 03
Three-way match
Purchase order ↔ order confirmation ↔ invoice are compared line by line. Tolerance rules are configurable. Fuzzy matching absorbs description variants.
Price ±2%, quantity ±1 unit — adjustable per supplier
- 04
Approve or clarify
Documents within tolerance are approved automatically. Deviations enter the clarification workflow — with an AI rationale, an owner and an escalation deadline.
Audit log for every check
- 05
Write back to SAP / ERP
Approved postings land directly in SAP (goods receipt 101, MIRO, accounts payable) or reach other systems via DATEV, REST API and webhook. No manual re-entry.
GoBD-compliant archive, ready to export for a tax audit
Capabilities
What Optimaite Business does for document matching
Three-way match
< 1 sec.
per document
Automatic comparison of PO ↔ confirmation ↔ invoice, line by line, with tolerance limits and fuzzy matching for description variants.
Configurable tolerance rules
Flexible
configurable
Approve price deviations up to ±2% automatically. Ignore quantity differences up to ±1 unit. Individual rules per supplier or material group.
SAP / ERP write-back
SAP-ready
native integration
Approved postings go straight into SAP (RFC, BAPI), DATEV, or any other ERP via REST API and webhook.
Exception management
Fully automatic
clarification routing
Deviations beyond tolerance enter the clarification workflow automatically: assign, comment, escalate. The AI supplies a rationale and a recommendation.
GoBD-compliant archiving
GoBD
certified compliant
Every document archived audit-proof. Every check, every AI decision and every manual approval documented.
FAQ
Questions about Document matching & auditing
The essentials on operations, security and getting started — answered briefly.
Question not answered here?
We are happy to walk you through the platform live and answer everything else in person.
Book a demoReady?
See the match run on your own documents
From document to posting in 30 minutes — with your documents, not a demo slide.
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