Roofing & exterior contracting
Sacramento, CA
Carbon-copy supply tickets, AIA progress billings and a constant stream of credits for over-ordered material.
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.
12 vendors in 7 trades, writing on 11 different layouts.
From
Roofing supply houses
To: Kestovane Ridge Roofing
From
Lumber yards
To: Kestovane Ridge Roofing
From
Equipment rental
To: Kestovane Ridge Roofing
From
Roll-off waste
To: Kestovane Ridge Roofing
From
Crane & hoist
To: Kestovane Ridge Roofing
From
Sheet-metal subcontractors
To: Kestovane Ridge Roofing
From
Permit expediting
To: Kestovane Ridge Roofing
Plus 18 extra files from one building supplier
Credit memos with awkward signs and fee lines, a credit dated in a closed 2023 period, and PDFs holding more than one bill, all addressed to this company.
The pile
Invoices
Receipts
Credit memos
Vendor statements
110 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
42 of 110 were scanned, photographed, faxed or photocopied. 68 were clean files.
The traps
Material invoices arrive from supply houses on carbon-copy forms, progress billings follow the AIA application format with a nine-line summary block, and credits come back constantly for over-ordered material.
Nine lines of money, one of them owed
A progress billing in the AIA format. Only the current payment due belongs in the books this period.
The minus sign after the number
Over-ordered tile goes back to the supply house. The credit prints as 392.70- and reads as a charge if the sign is dropped.
A bigger number that is not the bill
The permit office prints the declared project valuation in the same column as the fee. It is a hundred times the amount owed.
Already paid at the counter
The total, the largest figure and the last line before the card payment are all 4,812.40. The balance is zero.
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.
60 text PDFs from Kestovane Ridge Roofing, the kind billing software makes. 56 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: 2 of 2
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: 82.1% (46 of 56).
Extraction, field by field
Vendor name
100.0%
56 of 56 read correctly
Document number
100.0%
56 of 56 read correctly
Document date
96.4%
54 of 56 read correctly
Due date
96.4%
54 of 56 read correctly
Currency
100.0%
56 of 56 read correctly
Subtotal
98.2%
55 of 56 read correctly
Tax
100.0%
56 of 56 read correctly
Total
100.0%
56 of 56 read correctly
Number of lines
96.4%
54 of 56 read correctly
Line descriptionsLower severity
94.6%
53 of 56 read correctly
Line quantitiesLower severity
89.3%
50 of 56 read correctly
Unit pricesLower severity
89.3%
50 of 56 read correctly
Line amounts
96.4%
54 of 56 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.
31 scanned PDFs sent: office scans, phone photos, faxes and photocopies saved as PDF. 23 reached extraction and were scored.
Once a scan is read
Fields read correctly
Every key field right*
Type detected
Text PDFs, for comparison: 96.7% of fields read correctly, and every key field right* on 91.1% of documents.
Getting a scan to that point
The only attachment on its email
23 of 23
Picked up and read every time.
Sent with other attachments
0 of 8
Not picked up yet. The other attachments on the same email were read as normal.
Scanned vendor statements kept out
0 of 3
Not recognised as statements yet. 2 of the 3 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: 69.6% (16 of 23).
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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