ExtractFoxDocument extraction for procurement and supply chain teams
Procurement runs on paperwork: purchase orders, supplier contracts, delivery notes, goods-received records, and invoices that all need to agree before payment releases. ExtractFox extracts the structured data from each document type into matching rows so your team can reconcile, flag discrepancies, and close PO-to-payment cycles faster. The pain shows up at month-end when three-way matching means opening three PDFs per line item, and a single unit-price typo blocks payment for a week. Supplier onboarding dumps MSAs and certificates in incompatible formats, so nobody has a single view of payment terms or SLA commitments across the vendor base.
Common workflows
Receive a PDF PO from a buyer or issue confirmation POs to suppliers. Extract PO number, ship-to address, requested delivery date, line items (SKU, quantity, unit price), and total into your procurement log — no rekeying.
Extract the structured data from each document (PO, goods receipt, supplier invoice) into three parallel rows and compare in Excel. Flag unit-price discrepancies or quantity mismatches before approving payment.
Extract key terms from supplier MSAs and framework agreements: payment terms, warranty periods, SLA commitments, price-review dates, and renewal options. Build a central contract database without a contract-lifecycle platform.
Goods-received notes and delivery confirmations come in as PDF or scanned images from logistics partners. Extract delivery date, carrier, items received, and quantities to update inventory records.
Receive quotes as PDFs from three suppliers. Extract vendor, line items, unit prices, lead times, and payment terms into one comparison sheet. Scoring becomes arithmetic instead of side-by-side PDF reading.
Vendors submit ISO certificates, insurance COIs, and W-9s as one-off PDFs during onboarding. Extract policy number, coverage limits, expiry date, and certificate holder into a renewal tracker — flag expirations before they block a PO.
Time savings
A procurement analyst manually logging 50 POs per week from PDF spends roughly 5 hours on data entry alone. ExtractFox compresses that to a 15-minute batch upload plus spot-check, saving the team 20+ hours per month for supplier development and cost-reduction work.
Frequently asked questions
Can ExtractFox handle POs in different formats from different buyers?+
Yes. There are no per-buyer templates. The model recognizes PO structure across different layouts — government forms, retail buyer formats, and custom enterprise POs all produce the same column structure in the output.
Does it support multi-currency and international POs?+
Yes. Currency codes and local date formats are preserved as-printed and normalized in the output. Numeric amounts come back as numbers regardless of thousand-separator style.
Can I extract data from delivery notes with QR codes or barcodes?+
Text fields on delivery notes extract normally. QR codes can be decoded via the dedicated QR code extractor — run that as a separate step if you need the encoded values. Linear barcodes (EAN, Code128, etc.) aren't supported yet.
How does it integrate with our ERP or procurement system?+
The Excel and CSV exports map to standard ERP import templates. The Pro REST API lets you wire ExtractFox as a step in an automated PO-receipt pipeline — post a PDF, receive structured JSON, write to your ERP.
Can it extract data from scanned delivery notes?+
Yes. Scanned PDFs and photos of documents run through OCR first. Print quality matters — clean scans extract accurately; badly skewed or faint scans may miss fields.
How do I catch invoice quantity mismatches against the original PO?+
Extract both documents into parallel spreadsheets with PO number and line-item quantity columns. A VLOOKUP or join on SKU surfaces rows where invoiced quantity exceeds the PO — before you approve payment.
Can we extract Incoterms and freight terms from international supplier quotes?+
Yes. Use free-text mode on quote PDFs: 'extract Incoterms, freight terms, lead time, and payment terms.' International quotes with mixed languages still return normalized fields you can compare side by side.