HVAC & plumbing services
Reno, NV
A pile of small counter receipts, refrigerant tracked by the cylinder and fleet fuel on one consolidated statement.
The setup
The company and its vendors are made up. It still has its own QuickBooks company, its own local sales tax, and documents written the way this trade writes them.
Its own QuickBooks company
Nobody approved or corrected anything along the way. A document one of DocStreamAI's checks held for review stayed held, so every result is exactly what was read.
11 vendors in 8 trades, writing on 11 different layouts.
From
HVAC wholesalers
To: Tolvanrie Heating & Plumbing
From
Plumbing wholesalers
To: Tolvanrie Heating & Plumbing
From
Refrigerant & gas
To: Tolvanrie Heating & Plumbing
From
Tool suppliers
To: Tolvanrie Heating & Plumbing
From
Fleet fuel cards
To: Tolvanrie Heating & Plumbing
From
Uniform & linen
To: Tolvanrie Heating & Plumbing
From
Dispatch software
To: Tolvanrie Heating & Plumbing
From
Backflow testing
To: Tolvanrie Heating & Plumbing
The pile
Invoices
Receipts
Credit memos
Vendor statements
112 documents in 109 PDF files. The 5 vendor statements list invoices that were also sent, so the right number of new bills from them is zero.
38% arrived as paper
43 of 112 were scanned, photographed, faxed or photocopied. 69 were clean files.
The traps
Technicians buy at the counter several times a week, so the pile is mostly small card receipts rather than bills on terms. Refrigerant is tracked by cylinder, and fleet fuel arrives as one consolidated statement.
Tax already inside the lines
The receipt prints the tax for information only. The total equals the subtotal, and adding tax on top overstates the expense.
Refrigerant by the cylinder
Each cylinder carries its own serial number and weight, so one line on the page is really an inventory record.
One statement for the whole fleet
Fuel for every van arrives as a single consolidated statement with a line per vehicle.
Negatives in parentheses
A warranty return written as (56.82). Drop the parentheses and a credit becomes a charge.
Excerpts drawn in the shape of this industry's documents, with invented names. The full set carries 18 kinds of difficulty across all five businesses. See every one
The results
Measured in two places. Inside DocStreamAI: what was read, what kind of document it is, whether it made it from the email, which vendor it belongs to and where it was categorized, each checked against the answer key written for every document. Then in QuickBooks: whether the record that landed matches.
55 text PDFs from Tolvanrie Heating & Plumbing, the kind billing software makes. 53 reached extraction and were scored against their answer keys.
Extraction
Values read correctly off the page, every field pooled.
Every key field right*
Documents with every key field correct at once.
Detection
Invoice, receipt or credit memo, identified correctly.
Intake
Documents that made it from the email to a record DocStreamAI read.
Vendor statements kept out: 5 of 5
Vendor
Read after the vendor was in QuickBooks, and found it. How this is counted is on the summary page.
Categorization
Expense account matches the account the chart intends.
* Line descriptions, quantities and unit prices count as lower severity and are left out of this figure. QuickBooks records each line by its amount, so a wrong quantity or unit price does not change what lands in the books. Counting them too: 81.1% (43 of 53).
Extraction, field by field
Vendor name
100.0%
53 of 53 read correctly
Document number
100.0%
53 of 53 read correctly
Document date
94.3%
50 of 53 read correctly
Due date
94.3%
50 of 53 read correctly
Currency
100.0%
53 of 53 read correctly
Subtotal
100.0%
53 of 53 read correctly
Tax
100.0%
53 of 53 read correctly
Total
96.2%
51 of 53 read correctly
Number of lines
96.2%
51 of 53 read correctly
Line descriptionsLower severity
94.3%
50 of 53 read correctly
Line quantitiesLower severity
94.3%
50 of 53 read correctly
Unit pricesLower severity
94.3%
50 of 53 read correctly
Line amounts
96.2%
51 of 53 read correctly
Scanned PDFs
Scans, phone photos and faxes, on their own
Reported apart from text PDFs because one part of handling them is still being built.
37 scanned PDFs sent: office scans, phone photos, faxes and photocopies saved as PDF. 33 reached extraction and were scored.
Once a scan is read
Fields read correctly
Every key field right*
Type detected
Text PDFs, for comparison: 97.0% of fields read correctly, and every key field right* on 84.9% of documents.
Getting a scan to that point
The only attachment on its email
33 of 33
Picked up and read every time.
Sent with other attachments
0 of 4
Not picked up yet. The other attachments on the same email were read as normal.
Scanned vendor statements kept out
0 of 0
Not recognised as statements yet. 0 of the 0 were posted as bills.
Planned for a future update: picking up scanned PDFs that arrive alongside other attachments, and recognising a scanned vendor statement for what it is.
* Line descriptions, quantities and unit prices count as lower severity and are left out of this figure. QuickBooks records each line by its amount, so a wrong quantity or unit price does not change what lands in the books. Counting them too: 72.7% (24 of 33).
In QuickBooks
What landed in the books
The record in QuickBooks matches the document and what DocStreamAI read, per record type.
Created from invoices.
Not measured in this run.
Created from credit memos.
Not measured in this run.
Created from receipts.
Waiting on the card match. A receipt posts once its payment card is matched to an account in QuickBooks, and that is not set up in these companies yet.
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