Overview
Lotus Timber is a timber company that receives logs and raw materials from dozens of different suppliers. Every delivery comes with a delivery note - timber assortments, volumes in cubic meters, supplier details. Every supplier has their own format.
We built an AI-powered system that reads these delivery notes automatically, extracts the data and enters everything directly into their accounting software. Lotus Timber trusts the system to run entirely on its own.
The Challenge
Every supplier sends delivery notes in their own format - different tables, fields, layouts. Some send PDFs, others Excel files, others paper.
Until now, everything was entered by hand: someone read the delivery note, typed in the assortments, cubic meters and supplier details into accounting software. Multiple times a day. Slow, repetitive and inevitably error-prone when done by hand.
As volumes grew, it became clear that manual processing couldn't keep up.
Our Approach
We built a solution tailored to Lotus Timber's workflow:
- AI-powered document reading: the system identifies the delivery note format and reads it automatically - PDF, Excel or scanned paper.
- Data extraction: assortments, volumes in cubic meters, supplier details - all extracted automatically.
- New formats: when a new supplier shows up with a different delivery note, the system learns it quickly.
- Accounting integration: extracted data goes straight into accounting software with the correct accounts and entries.
The delivery note arrives, the system handles the rest.
The Outcome
The system runs fully automatically. Lotus Timber trusts it to work on its own - nobody has to enter delivery notes by hand anymore.
- Fully automatic flow from delivery note to accounting entry.
- Manual entry errors eliminated.
- New supplier formats added quickly.
- Daily time savings measured in hours.
Technologies & services
AI-Powered Document Processing, Data Extraction, Accounting Integration, Backend Development, Workflow Automation