Solution · Knowledge & Document AI
Invoice Scanning with the Allocation-Number Check
DataWise designs invoice capture for Priority and Hashavshevet: one photo, fields read with a confidence, allocation number and order checked, booked and filed.
Updated:
How do you get a supplier invoice into Priority or Hashavshevet, with the allocation number checked, without anyone typing it in? You photograph it. Supplier, amount, VAT, due date and line items are read from the image; the Israel Tax Authority allocation number is verified and the invoice is matched to its purchase order; then it is booked under the right supplier and period with the image attached, and flagged only if something does not add up. DataWise designs this capture step for Israeli companies as the first link of the supplier-invoices-to-month-end chain.
How it works
A supplier invoice lands on the counter. One photo from the phone, or the email attachment as it arrives.
Four checks run in order.
Read. Supplier name and tax ID, invoice number and date, net, VAT and total, due date and every line item are extracted from the image, in Hebrew or English, on a straightened copy of the photo. Each field carries a confidence; a low one is not guessed.
Allocation number. For invoices above the Tax Authority’s threshold, the allocation number printed on the invoice is checked for presence and validity. An invoice without a valid number cannot have its VAT claimed, so this is where it is caught, while the supplier can still fix it.
Order match. The invoice is matched to the open purchase order and goods receipt: quantities, unit prices, and lines that were never ordered. Three-way match, done at the moment of capture.
Duplicate and period. The same invoice arriving twice, by email and by photo, is recognised and booked once. Period and supplier account are set from the document, not from whoever happened to upload it.
An invoice that passes all four is booked and filed. One that fails any of them is held and shown next to the thing it failed against, so a buyer or bookkeeper can rule on it in one look.
Demo · demo data
We almost paid for goods that never arrived
The agent checks the invoice against the delivery note and the purchase order, flags ₪840 for goods that never arrived and drafts a reply to the supplier. You decide whether to pay.
One example, shown on Zenzap. We build the same agent on WhatsApp, Teams, Slack or the system you already run.
Where it goes
The booking is written into the accounting system you run, Priority, Hashavshevet or SAP, through its own interface, with the image attached to the entry. Nothing is re-keyed into a second system, and the accountant sees the invoice in the place they already look. The same entry is what the month-end pack later matches against the bank.
What we’ve built
Capture is three checks, not a scan: the allocation number on the invoice must be valid for the VAT to be deductible as input tax; the lines must match the purchase order and the goods receipt (the three-way match); and the same invoice arriving twice must be booked once. A field read below confidence is routed to a person, never guessed. What we bring to it:
- Document AI over scanned business documents: designed, an ML pipeline that extracts structured features from scans and scores a decision (Knowledge & Document AI). Invoice fields are the same extraction discipline.
- Integrations against Priority, SAP, monday.com and Hashavshevet: scoped and built. The booking step lands there.
What it costs you to run
A phone and the accounting system you have. The way in we design is a staged rollout: one supplier group for a month, the review list read daily, and the threshold for automatic booking raised as the match rate earns it. The month-end step is added once a full month has gone through capture cleanly.
Where the agent stops
The agent prepares, the person decides.
What it does on its own
- Straightens the photo and reads every field, in Hebrew or English, each with a confidence.
- Checks that the allocation number is present and valid on every invoice above the Tax Authority's threshold.
- Matches the invoice to the purchase order and the goods receipt: quantities, unit prices, lines never ordered.
- Recognises an invoice that arrived twice and books it once.
- Books and files what passed all four checks, with the image attached.
Where it stops and asks a person
- A field it cannot read with confidence goes to a person instead of being guessed.
- An invoice that fails any check is held, not booked.
- It goes to the books only after the buyer or bookkeeper has ruled on it.
FAQ
What is the allocation number, and why check it at capture?
It is the number the Israel Tax Authority issues per invoice above its threshold, and without a valid one the VAT on that invoice cannot be claimed as input tax. Checking it at the moment of capture, instead of at month-end, means a missing or mismatched number goes back to the supplier while the invoice is still fresh.
Does it handle handwritten or badly photographed invoices?
It is designed to say so when it cannot. A crooked photo is straightened and read; a field that cannot be read with confidence is routed to a person instead of guessed. That rule is the design: a wrong amount booked silently costs more than a short review list.