AI invoice and document recognition, from PDF to your accounting software
We automate data entry from invoices, delivery notes and other documents: AI reads PDFs, scans and photos, picks out the supplier, date, totals and line items, and a member of staff checks any uncertain fields and approves. Approved data goes into your accounting software, CRM or spreadsheet. We start with a pilot on your real documents – it costs from €690 – and quote for the full roll-out once the pilot is done.
Prepared by the Saitai.lt team · Updated 23 October 2026
A good fit if
Every month you receive dozens or hundreds of supplier invoices as PDFs, and someone keys the data into your accounting software by hand.
Invoices arrive in different layouts from many suppliers, so template-based software cannot cope.
Drivers and staff photograph delivery notes or receipts on their phones, and someone later retypes them into a spreadsheet.
Your bookkeeper spends the first days of each month on data entry instead of checking and analysis.
You want document data in your CRM or reports too, not only in your accounting software.
Not the best fit if
You get only a handful of invoices a month – keying them in is quicker than setting up and maintaining a recognition tool.
All your invoices already arrive as structured data (for example, XML files or through an e-invoicing system) – an integration without recognition is enough.
You expect AI never to make a mistake and data to flow into your accounts unchecked. We do not work that way: staff check uncertain fields and approve payments.
You need a legal or accounting judgement on what a document says – AI extracts the data, but your specialist makes the decisions.
We have hands-on experience building AI invoice recognition, automated reports and syncing with Google Sheets and Excel. We do not name our clients – our confidentiality agreements don’t allow it.
Included
What you get
All documents in one place
Invoices come in automatically – from a mailbox, a shared folder or uploaded in the browser. No forwarding or renaming needed.
AI data extraction
AI reads the supplier, company and VAT codes, invoice number, dates, totals and, if needed, line items – even when every supplier’s invoice looks different.
Human review
Staff see the document and the extracted fields side by side, with uncertain fields highlighted. Data is passed on only after approval.
Automatic checks
The system checks that totals and VAT add up, that the supplier is on your list and that the invoice has not been uploaded twice, and flags any mismatch.
Export to accounting or CRM
Approved data goes into your accounting software via an import file or API, or into your CRM, Excel or Google Sheets – whatever you use.
Pilot on your documents
Before roll-out we test recognition on your real documents and show which fields are read reliably and which will need checking more often.
Audit log and search
Every document, its extracted data and the approval are logged: you see who approved what and when, and can find a document by supplier, amount or date.
Launch and 12-month warranty
We show your staff how to check and approve documents and hand over a short guide. Programming bugs are fixed free of charge for 12 months.
Price
How much does AI invoice recognition cost?
An invoice recognition pilot costs from €690: using your real documents, we test recognition of one document type (such as supplier invoices), the review screen and the data export. We quote for the full roll-out – all document types, integration with your accounting software and automatic checks – after the pilot, once real results are on the table. AI model usage is billed separately each month, based on document volume.
Prices are final – no VAT is charged (we are not VAT-registered). The final price depends on the project: we put it and the timeline into the contract before work starts. We do not promise recognition accuracy percentages – we show results in the pilot using your documents.
What the price depends on
How many document types need recognising: invoices, delivery notes, receipts, contracts.
How many documents you get each month and their quality (PDFs or phone photos).
Whether you need header details only or every line item as well.
Where the data should go – accounting software, CRM, spreadsheet – and whether it has an API.
Which automatic checks you need: totals, VAT, duplicates, supplier list.
How many staff will review documents and what access rights they need.
Additional costs
AI model usage (API) – by actual document volume, within a monthly cap agreed with you.
Hosting – on a separate server (VPS) in the EU that we provide (from €29/month), or on your own server.
Maintenance after the warranty – packages: €29/month, €59/month or €119/month.
New document types or integrations after launch – under a separate quote agreed in writing.
Timeline
How long does document recognition take to set up?
A pilot with one document type usually takes 1–2 weeks from the deposit and sample documents. The full roll-out timeline depends on the number of document types and the accounting software integration – we set it out in the quote after the pilot.
Stage
What is included
Approximate timeline
Pilot
one document type, review screen, export to a spreadsheet or import file
1–2 weeks
Roll-out
all document types, automatic checks, accounting or CRM integration
after the pilot, in the quote
Maintenance
monitoring new supplier layouts, adding checks
ongoing, by package
Process
How we work
Free assessment1–2 working days
We discuss which documents you receive, how many and where the data goes now, and tell you whether recognition will pay off or an integration is enough.
Pilot1–2 weeks
We start with a pilot: using 30–100 of your real documents, we test recognition, the review screen and the export, show which fields are read reliably, and decide together whether to continue. The pilot costs from €690.
Specification and fixed price1–2 working days
We set out the document types, fields, checks and integrations. Price and timeline go into the contract; work starts once the 50% deposit is paid.
Roll-out and integrationas per quote
We connect the document sources, automatic checks and data export to your accounting software, CRM or spreadsheet.
Staff training1 working day
We show your team how to check and approve documents and how to report an error, and hand over a short guide.
Maintenance and warranty12 months
In the first month we watch for new supplier layouts and the fields corrected most often. Programming bugs are fixed free of charge for 12 months.
Comparison
Manual entry, template OCR or AI recognition?
Criterion
Manual entry
Template-based OCR
AI recognition (Saitai.lt)
New supplier layouts
no problem, but slow
each needs a new template
usually read without a template
Phone photos
retyped by a person
frequent errors
read, with uncertain fields flagged
Line items
a lot of work
only with an exact template
extracts lines and totals
Human review
all the work is manual
needed
uncertain fields and approval only
Price
staff time
software licence and template set-up
pilot from €690, roll-out quoted after assessment
Best for
a few documents a month
a few suppliers with fixed layouts
many suppliers, varied layouts, photos
Examples
Typical situations
These examples show how the solution works. They are not specific client cases – we do not publish client names.
Supplier invoices at a wholesaler
Situation
For example, a wholesaler’s bookkeeper receives several hundred supplier invoices as PDFs each month and keys them into the accounting software by hand.
Solution
Invoices from the mailbox go straight to recognition, AI extracts the supplier, totals and line items, the bookkeeper checks the flagged fields and approves, and the data is imported into the accounts.
Outcome
The bookkeeper reviews and approves rather than retypes, and it is clear who approved each invoice and when.
Delivery notes at a haulage company
Situation
For example, drivers photograph delivery notes and send them by message, and an office manager retypes the details into a spreadsheet for invoicing.
Solution
Photos go to one inbox, AI extracts the load, date and consignee details, the manager approves, and the data lands in the spreadsheet or CRM.
Outcome
Invoicing data in one place and fewer retyping errors.
Staff expense receipts
Situation
For example, staff at a service company hand in a stack of fuel and travel receipts every month.
Solution
Staff photograph their receipts, AI reads the amounts and dates, and a manager approves expenses in a single list.
Outcome
An expense report without manual entry and a clear approval log.
Send us a few sample documents for a free assessment
Tell us which documents you receive, how many a month and where you enter the data now. Within 1 working day we will tell you whether recognition will pay off and which pilot to start with.
Yes. AI models read Lithuanian documents with diacritics and recognise company and VAT codes, dates and totals. How reliably your particular suppliers’ documents are read is something we show in the pilot – before roll-out you can see which fields come through without errors and which need checking more often.
Can the data go straight into our accounting software?
Yes, if your accounting software accepts data via an import file or API – most packages used in Lithuania do. We check how to connect to yours during the free assessment. If an integration is not possible, we deliver the data as an import file or spreadsheet.
What happens if the AI gets something wrong?
A member of staff approves every document before it is passed on: uncertain fields are highlighted, and automatic checks flag totals or VAT that do not add up and invoices that have already been uploaded. AI never approves payments or accounting entries itself – a person always does.
Where are our documents stored?
Documents and extracted data are stored on a separate server in the European Union or on your own server, for a retention period agreed with you. For recognition, a document is sent to the AI model provider via its API – we check the provider’s data-use terms on every project.
How many documents a month make it worthwhile?
There is no single threshold: it depends on how much time data entry takes now and how many different layouts you receive. We work it out with you during the free assessment – if there are too few documents, we will say so straight away.
Can it recognise more than invoices?
Yes. The same approach works for delivery notes, receipts, orders, contracts or forms. For each new document type we define the fields and checks, so we assess it separately.
All AI service prices in one place, from the free assessment to maintenance.
Enquiry
Get a document recognition quote within 1 working day
Tell us which documents you receive, how many a month and which accounting software you use. You can email sample documents later. Tel. +370 670 99265. We work in English by email, chat and messengers; calls by arrangement. We also speak Lithuanian and Russian.
