Standard Plan
- No Implementation Cost
- 2,000 Page Allowance
- Fair overages: $0.50 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
The Smartes OCR Solution is an advanced OCR for NetSuite designed to automate emails — whether in the email body, PDF, Word, or Excel formats — into clean, accurate NetSuite records without manual entry. Using advanced OCR and document-matching logic, the solution reads incoming customer orders, extracts all key fields, and automatically creates the corresponding Sales Order, Purchase Order, or Estimate directly inside NetSuite.
What makes Smartes different is its Direct Outlook Integration. Instead of forwarding order emails and hoping they were processed, users see the live OCR status of each email right inside Outlook. This gives teams complete confidence that every order was received, read, and successfully created in NetSuite — even when processing hundreds of emails per day.
By transforming unstructured PDFs, Word documents, Excel files, and email content into structured NetSuite transactions, Smartes OCR helps your team reduce errors, eliminate repetitive data entry, accelerate fulfillment, and maintain full visibility from inbox to NetSuite record.
"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 orders sent in the file format your customers already use—PDF, Word, or Excel. The system reads and extracts essential data such as order numbers, item details, and customer information. Customers are not forced to adopt a specific template, allowing you to handle diverse submission styles and keep orders moving.
- Native Outlook Email Integration: Capture orders directly from your existing Outlook inbox (including shared mailboxes) without downloading or re-uploading files, enabling faster turnaround and fewer processing errors.
- Folder and File Management: Creates customer-specific folders within NetSuite to ensure organized and accessible document storage.
- Error Handling and Machine Learning: Flags unmatched data for review, logs manual corrections to improve future accuracy, and learns from these corrections to reduce similar errors.
Benefits of Automated OCR
- Reduced Manual Data Entry: Freeing up sales reps’ time by automating data extraction to let them focus on higher-level tasks.
- Flexible Order Intake: Accept and process orders in multiple formats (PDF, Word, Excel) sent directly to your Outlook inbox—no need to standardize how customers submit their orders.
- Enhanced Efficiency: Boost order fulfillment requirements to speed up customer response times while enhancing satisfaction.
- Customizable Setup: Enable businesses to customize and configure the solution to manage specific transaction types and meet their unique needs.
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
