Standard Plan
- No Implementation Cost
- 2,000 Page Allowance
- Fair overages: $0.45 per page, capped at just $1.00 per document.
Automated OCR Solution for NetSuite
Streamline Order Processing
OCR for NetSuite: Automate and Simplify Order Processing
Smartes OCR for NetSuite is a document-to-transaction automation solution designed to handle the real-world complexity of order intake. It automatically reads emails and attachments—including PDF, Word, Excel, and email body content—and converts them into clean, accurate NetSuite transactions such as Sales Orders, Purchase Orders, and Estimates, without manual data entry or rigid templates.
Unlike traditional OCR tools that focus only on data capture, Smartes is built to ensure usability inside NetSuite. It combines advanced OCR with document-matching, validation logic, and NetSuite-native processing to handle varied customer formats while preserving data accuracy, structure, and auditability. The result is not just extracted data, but fully functional NetSuite records ready for downstream fulfillment and reporting.
Smartes also eliminates the uncertainty common in email-based order processing. With direct Outlook integration, users can see the real-time OCR and processing status of each email directly in their inbox. This gives operations and sales teams complete confidence that every order was received, processed, and successfully created in NetSuite—without guesswork, duplication, or lost emails.
"We used to spend hours manually entering orders into NetSuite, leading to inefficiencies and costly delays. With Smartes OCR, we have cut processing time by 70% and significantly reduced operational costs. The seamless integration with NetSuite makes this solution a no-brainer for any order team looking to scale efficiently."
How does it Work
The Smartes OCR solution monitors your designated Outlook mailbox and automatically captures incoming orders — whether they appear in the email body or as PDF, Word, or Excel attachments. Documents can also be manually uploaded or routed into the system from additional channels, ensuring every order enters the pipeline no matter how it arrives.
Once received, the solution classifies the document, analyzes the content, and extracts all key customer and line-level details using a rich ruleset that supports advanced data transformations. The extracted data is then cleaned, normalized, and mapped to the correct customer, items, and transaction type inside NetSuite.
If any values cannot be confidently matched, the system flags the order for quick user review, offering placeholder fields and machine-learning suggestions that help prevent repeat errors. After validation, Smartes OCR automatically creates the appropriate Sales Order, Purchase Order, or Estimate in NetSuite and stores the processed documents in customer-specific folders for easy organization and audit visibility.
The final step applies any post-process business logic and updates the original Outlook email with the current OCR status — giving users full confidence that every order was received, processed, and successfully created in NetSuite.
For our EU and UK users concerned about GDPR compliance: Smartes OCR is designed as a GDPR friendly OCR solution, with strict data minimization, short retention windows, and strong security measures. We’ve outlined exactly how we align with GDPR in our detailed blog post.
OCR Features for NetSuite
- Multi-Format Order Extraction: Automatically process customer orders submitted as PDFs, Word documents, Excel files, or directly within email bodies. Smartes extracts key information such as customer details, order numbers, item lines, quantities, and pricing without forcing customers to use standardized templates.
- Native Outlook Email Integration: Capture orders directly from your existing Outlook inbox without downloading or re-uploading files, enabling faster turnaround and fewer processing errors.
- NetSuite-Native Transaction Creation: Create Sales Orders, Purchase Orders, and Estimates directly inside NetSuite using native records, permissions, and workflows. No external portals, delayed syncing, or disconnected systems.
- Folder and File Management: Creates customer-specific folders within NetSuite to ensure organized and accessible document storage.
- Intelligent Validation and Machine Learning: Automatically flags missing, unmatched, or uncertain data for review. Users can resolve exceptions within NetSuite, maintaining control while preventing bad data from entering downstream processes. The OCR logs user corrections and applies learning to improve future accuracy while allowing administrators to control how learning is applied.
Benefits of Automated OCR
- Eliminate Manual Data Entry: Reduce time spent on repetitive data entry and rework, allowing sales and operations teams to focus on customers, fulfillment, and exception handling instead of typing orders.
- Flexible Order Intake: Process orders in multiple formats without forcing customers to change how they submit documents, helping you scale intake without creating friction.
- Increase Speed without Sacrificing Accuracy: Boost order fulfillment requirements to speed up customer response times while enhancing satisfaction.
- Maintain Full Visibility and Accountability: Track every order from inbox to NetSuite record with clear processing status, reducing uncertainty and preventing lost or duplicated orders.
- Customizable Setup: Enable businesses to customize and configure the solution to manage specific transaction types and meet their unique needs.
- Ensure Predictable and Transparent Automation: Smartes clearly shows how each document was handled. Teams can see which orders were processed successfully, where errors occurred, and how accurate the extracted data was—without guessing or wondering what happened behind the scenes.
Don’t let manual order processing slow you down. With Smartes OCR seamlessly integrated into NetSuite, you can eliminate human errors, accelerate order fulfillment, and give your team time back for strategic work. Schedule a demo today and see how your sales operations can go from bottlenecked to lightning-fast — backed by GDPR-friendly security and built for growth.
Ready to streamline your order processing in NetSuite? Schedule a demo today and experience seamless efficiency!
Standard Plan
Business Plan
- No Implementation Cost
- 5,000 Page allowance
- Fair overages: $0.30 per page, capped at just $1.00 per document.
$1,499 / Monthly
