Document extraction
Header fields and line items captured from invoices and purchasing documents, with the source evidence beside each value. No template per supplier.
Document processing for Odoo and SAP
Every supplier bill, posted with proof
Polypus reads the documents your suppliers send, checks them against your ERP master data and posts only what passed your controls, with the evidence attached to every posting.
Documents Polypus reads today
Vendor bill (non-PO)Vendor bill (PO-based)
Coming next
Purchase orderPurchase requisitionGoods receiptService entry sheetBilling document
The review queue
Every field carries its evidence
Your team sees the source page beside each extracted value, with a confidence score. Only the fields that need a decision are flagged.
- Evidence marked on the page. Select a field and its value is highlighted where it was read on the PDF. When Polypus can't place a value for certain, it says so instead of guessing.
- Confidence per field. Scores below your threshold route the document to a person; the rest pass straight through.
- Checks you can read. "Line items total 980.00 but the header net is 1000.00", or "Only 5 are open (8 ordered, 5 received, 0 billed before)", rather than a black-box verdict.
- Corrections on the record. Every fix is recorded with the reviewer's name, what changed and why.
Polypus · Review queue · Sample supplier LLCBILL/2026/10/0412
Vendor
Sample supplier LLC
Bill reference
INV-88421
Bill date
2026-10-12
Currency
AED
Untaxed amount
AED 42,180.00
Taxes
VAT 5% ?
Totals reconcile · lines sum to the untaxed amountRouted to review
For finance teams
Built for the people who close the books
Polypus takes the re-keying off your team's desks. Month-end goes to exceptions and supplier conversations, not data entry.
Photography: Ninthgrid and Windows on Unsplash.
Solutions
Start with one document type. Scale when the numbers hold.
Each solution is a configured pipeline of checks. Pick the documents that cost your team the most time today.
Captures, codes, matches and validates every vendor bill
Bills are read at line level, reconciled line by line, matched to your vendors, tax codes and, for PO-based bills, the purchase order and its receipt, checked for duplicates, then posted to your ERP or routed to a person with the reason.
Checks included
Input validationClassificationLine-item extractionDuplicate preventionVendor matching3-way matchTotals reconciliationTax code and rate checkAnalytic codingControlled posting
Coming next
Turns order confirmations and POs into clean ERP records
Purchase orders and supplier confirmations are read line by line and compared with what you ordered: price, quantity, delivery date and terms. Differences are flagged before they reach accounts payable.
Checks included
ClassificationLine-item extractionProduct matchingPrice checkQuantity checkDelivery date checkPayment termsException routing
Coming next
Turns delivery notes into validated goods receipts
Delivery notes from the dock or the supplier portal become receipts against the right purchase order, so the bill has something real to be checked against.
Checks included
Document splittingPO reference lookupLine-item extractionQuantity checkPartial deliveryDuplicate preventionReceipt postingException routing
Coming next
Confirms services were delivered before they are paid
Service entry sheets and timesheets are read and checked against the service order and its limits, then confirmed in the ERP so service invoices can be released.
Checks included
ClassificationService order lookupLine extractionValue limitsApprover routingDuplicate preventionConfirmation postingAudit trail
How it works
One document, four checkpoints, one posting
Nothing reaches your ERP until it has passed the controls your finance team configured.
01
Capture
Upload one file or a month of them in a zip, send saved e-mails, or use the API, with a connected mailbox next. Bundled PDFs are split, and every file is fingerprinted and de-duplicated on arrival.
instant02
Extract and validate
Fields are captured at line level with confidence scores, then checked against your vendors, purchase orders and receipts, tax codes and tolerances.
seconds per document03
Review only what needs it
Anything below your confidence threshold or outside tolerance lands in a queue with the source page beside the fields. Every correction is recorded.
exceptions only04
Post with evidence
Approved documents post through Odoo's external API, with SAP OData coming next and IFS on request. Source, rules, reviewer and ERP response are stored with the posting.
draft or postedPlatform
From supplier document to ERP posting, governed
Extraction, validation, review and posting work as one pipeline, so automation stays traceable even at month-end.
Classification and routing
Documents are identified by type, sender and value, then sent to the right workflow or reviewer without manual triage. Bundled PDFs are split into one document each.
Validation before posting
Mandatory fields, totals, tax codes and rates, the purchase order and receipt, and your business rules are checked before anything reaches the ledger. Discrepancies go to review early.
Duplicate prevention
Document hashes and business keys (supplier, amount, number, date) stop the same bill from posting twice, including re-sent scans.
Master data matching
Extracted values are matched to your vendors, cost centres, analytic accounts and tax codes, and resolved before posting.
Audit trail
Every decision keeps its timestamp, actor and reason: the source page, model version, rule set, reviewer and the ERP's response.
Built for Odoo
Your ledger stays yours
Odoo is widely used across the Middle East and Africa. Polypus fits around it instead of replacing anything, and speaks SAP where your group needs it, with IFS on request.
OdooSAPIFS · on request
No modules to install
Polypus posts through Odoo's standard external API as a dedicated user, so every bill it creates is visible and auditable like any other. The supplier's PDF is attached to the bill, and a PO-based bill is linked to its purchase order lines.
Draft or posted, your choice
Start with bills created as drafts for your team to confirm. Move document types to posted when the results have earned it.
Local VAT and currencies
Tax codes, fiscal positions and currencies come from your Odoo configuration, so UAE, Saudi, Egyptian and Kenyan rules apply as you set them. The VAT on the bill is checked against Odoo's rate before posting.
4
checkpoints between a supplier's PDF and a posted vendor bill.
0
modules to install or customise in your Odoo database.
The company behind Polypus
Axonite Technologies
Shared service centres re-key millions of supplier documents into their ERP by hand, and most attempts to automate it break the first time a supplier changes their invoice layout. Polypus is the product we built to fix that.
The technology was never the hard part. Getting a controller to trust an automated posting on a Tuesday afternoon is the hard part.
So we built the audit trail first and the automation second. Pilots start on your own documents with every bill created as a draft, so your team confirms each one before anything is posted.
SM
Subodh Mahante
Co-founder & Chief Executive Officer
David Havenridge
Founder & Principal
35 years building software for manufacturers and the ERP systems behind them. Built and ran Siegwerk's India development centre; leads Axonite's engineering from the US and Pune.
PuneHeadquarters · Kothrud, Maharashtra
GurgaonDelivery & customer operations
NashikDelivery & customer operations
Questions
What finance teams ask first
The short answers. The walkthrough covers the rest on your own documents.
No. Polypus uses Odoo's standard external API with a dedicated user. There are no modules to install and nothing to customise, and every record it creates is visible in Odoo like any other.
With one document type, created as drafts. Polypus reads your real documents and creates each bill as a draft in Odoo; your team checks and posts it. Move to automatic posting when the results have earned it.
We measure it on your documents during the pilot and report field-level accuracy after human review, per document type. A generic number from someone else's invoices tells you very little.
Extraction reads the document's structure rather than a fixed template, so most layout changes pass through. Anything it is unsure about goes to the review queue with the source page beside it.
Polypus is hosted on Microsoft Azure in one region, South Central US (Texas). If you need a dedicated region, we can discuss it. Your documents are used to process your documents, not to train models for anyone else.
Send us a month of invoices. We'll show you the postings
A walkthrough runs on your own documents, not a demo pack. Bring the supplier layouts that normally break your automation and we will process them live, with your validation rules applied.
Sales sales@axonite.netSupport support@axonite.net
Book a walkthrough30 minutes · on your documents