Products – business process automation

Extract PO

Streamline purchase order processing with intelligent automation

Products – business process automation

Advaiya Inventory Tracker App

Seamless inventory transfer across locations

Manual purchase order (PO) management often leads to inefficiencies that directly impact operational throughput and financial accuracy. Extract PO is designed to automate the processing of PDF-based purchase orders by intelligently capturing, interpreting, and structuring key data fields. It eliminates the need for manual data entry, minimizes errors, and ensures that purchase order data is readily available for integration with your business applications.

With built-in adaptability, Extract PO is not limited to purchasing orders alone. Its framework supports the extraction of structured information from invoices, bank cheques, application forms, and other semi-structured documents, making it a reusable investment across multiple business functions.

Key Features of Extract PO

Automated data extraction

Upload PDF-based purchase orders and let the system instantly extract core fields such as PO number, vendor details, item line entries, quantities, pricing, and tax information. The extraction is powered by pre-trained AI models, removing the dependency on templates or fixed layouts.

Structured output for integration

Extracted information is provided in structured JSON format, making it suitable for direct ingestion into ERP systems, procurement platforms, or analytics tools. This enables seamless downstream processing and reporting without additional transformation layers.

Centralized repository for PO documents

All processed purchase orders and their associated data are stored in a unified, searchable location. This ensures that finance, procurement, and audit teams can retrieve historical records easily and maintain a digital trail for compliance.

Seamless integration with enterprise systems

Extract PO is designed to integrate smoothly into your organization’s existing digital environment. It delivers structured data outputs in standardized formats, enabling direct connectivity with internal business systems such as procurement, finance, document management, or analytics platforms.

Addressing the challenges faced during manual PO management

Time-intensive workflows

In traditional workflows, extracting information from each PDF purchase order requires a person to manually open the file, identify relevant fields, and key in the data into internal systems. This becomes increasingly time-consuming as the volume of purchase orders grows, often leading to processing backlogs and delayed approvals. Routine tasks that could be automated take up significant operational bandwidth.

Error-prone processes

When purchase order data is manually transcribed from documents into digital records, the potential for human error increases significantly. Incorrect item quantities, mismatched prices, or wrongly captured vendor details can result in payment disputes, order fulfillment issues, or audit flags. These errors are difficult to trace and correct once they enter downstream workflows, potentially affecting inventory accuracy and financial reporting.

Lack of scalability

Manual PO processing methods are not built to scale. As the number of transactions increases, existing teams often find it difficult to keep up without adding more resources. This makes it difficult for organizations to manage seasonal surges or business growth without experiencing delays, backlogs, or quality issues. Systems that rely heavily on manual effort hit a bottleneck when faced with high-volume document flows.

Data silos

In many organizations, purchase orders are stored in email inboxes, shared folders, or local drives, with no central location for processed data. This fragmentation makes it difficult to maintain an accurate and complete record of all purchase orders. As a result, reporting becomes slow and error-prone, and audit processes lack traceability. Without unified access to structured PO data, cross-functional teams struggle to collaborate effectively or monitor procurement activity in real time.

Benefits of using Extract PO App

Greater efficiency

Extract PO reduces the manual workload involved in processing PDF-based purchase orders. By automating data capture from submitted documents, the app shortens cycle times and removes the need for repetitive data entry. This leads to quicker turnaround in procurement and finance workflows, allowing teams to focus on decision-making rather than data collection.

Improved accuracy

With automation handling the extraction of fields like PO numbers, vendor details, and line items, the risk of manual entry errors is minimized. This ensures consistent data quality, improves compliance, and reduces the downstream impact of incorrect information in procurement records and financial systems.

Unified access

All processed purchase orders and extracted data are stored in one centralized location. This repository allows easy search, retrieval, and reference for users across teams-supporting collaboration, reducing miscommunication, and improving audit readiness.

Integration-ready data

The output generated by Extract PO is structured and formatted for immediate use in other business applications. This enables smooth data flow into procurement, ERP, or analytics systems, without requiring additional transformation or manual reformation.

Scalability

Extract PO is designed to handle varying document volumes with ease. Whether your organization processes a handful of POs daily or manages hundreds of transactions across multiple departments, the app scales without the need for workflow redesign or additional operational overhead.

Why choose Extract PO?

Real-time inventory tracking

With the help of the Advaiya Inventory Tracker app, you will have immediate access to your inventory around the globe. This helps you monitor stock levels, track the availability of popular items, and get updates on your inventory movement as soon as it happens. With accurate inventory information, you can prevent stockouts or overstocking.

Seamless inventory transfer

The Advaiya Inventory Tracker app simplifies transferring your inventory data between locations. The app offers a streamlined interface to initiate and track the transfer, whether from the warehouse to the retail store or between two branches.

Multi-location scalability

Designed to handle inventory management across multiple locations, this app is suitable for businesses with diverse inventory storage facilities or a distributed presence. Its ability to accommodate large volumes of inventory locations and items makes it scalable with your business.

M365 security and data protection

Empowered by M365 security, the Advaiya Inventory Tracker app ensures you get robust protection for all sensitive information and inventory data. Advanced encryption, authentication mechanisms, and industry-leading security practices add to the value of this app.

Extract PO enables organizations to replace time-consuming manual processes with a structured, intelligent approach to purchase order data management. By automating extraction and centralizing access, it removes bottlenecks, speeds up operations, and improves data reliability.

The solution is designed with flexibility at its core-supporting a wide range of document layouts and extending beyond POs to forms, invoices, and similar files. Its architecture supports adoption across industries and can be embedded into existing operational flows with minimal disruption.

Extract PO is a strategic addition for any organization looking to modernize procurement processes and unlock measurable gains in efficiency, accuracy, and control.