AI Data Extraction

Let AI automatically pull data from your documents.

How It Works

BuildVision uses AI to read documents and extract structured data:

Upload - Add invoice, receipt, or quote
OCR - AI reads the text
Extraction - AI identifies key fields
Review - You verify and save

Works on PDFs, images, and scanned documents.

What Gets Extracted

From Invoices

Field	Example
Vendor Name	ABC Lumber Supply
Invoice Number	INV-2024-0542
Invoice Date	March 15, 2024
Due Date	April 15, 2024
Total Amount	$3,247.50
Line Items	Materials, quantities, prices
Tax	$267.50

From Quotes

Field	Example
Supplier	XYZ Electrical
Quote Number	Q-12345
Valid Until	April 1, 2024
Items	Products and pricing
Total	$8,500.00

From Receipts

Store/vendor name
Date
Items purchased
Total amount
Payment method

Running Extraction

Select Document

Click on any invoice, quote, or receipt in the Document Center.

Click Extract Data

Click Extract Data button or the AI icon.

Wait for Processing

AI processes the document (usually 10-30 seconds):

OCR reads all text
AI identifies fields
Confidence scores calculated

Review Results

Extracted data appears in a panel:

Green = high confidence
Yellow = needs review
Red = could not extract

Edit if Needed

Click any field to correct it:

Type the correct value
AI learns from corrections
Better accuracy over time

Save

Click Save to store the extracted data:

Creates/updates invoice record
Links to source document
Ready for payment tracking

Accuracy & Confidence

AI shows confidence for each field:

Confidence	Meaning	Action
High (90%+)	Very sure	Usually correct
Medium (70-90%)	Probably right	Quick verify
Low (under 70%)	Uncertain	Manual check needed

AI accuracy improves over time as it learns your vendors' invoice formats.

Line Item Extraction

For invoices with multiple items:

Each line item extracted separately
Quantity, description, unit price, total
Auto-categorized when possible
Link to inventory items

Example Output

Line Items:
1. 2x4x8 Studs (50) @ $4.25 = $212.50
2. OSB Sheathing (10) @ $28.00 = $280.00
3. Roofing Nails (2 boxes) @ $15.00 = $30.00
Subtotal: $522.50
Tax: $43.11
Total: $565.61

Batch Processing

Process multiple documents at once:

Select multiple invoices (checkbox)
Click Extract All
AI processes in background
Review each when complete
Bulk approve accurate ones

Batch processing runs in the background - you can work on other things while it runs.

Creating Records

After extraction, data can become:

Invoice Records

Extracted invoices create entries:

In your Incoming Invoices list
With payment tracking
Linked to projects

Expense Tracking

Line items can:

Update project budgets
Track material costs
Compare to estimates

Improving Accuracy

Tips for Better Results

Clear scans - Higher resolution = better OCR
Standard formats - Typed invoices work best
Good lighting - For photos of receipts
Flat documents - No wrinkles or folds

Training the AI

The more you use it:

AI learns vendor formats
Familiar invoices extract faster
Correction patterns improve future accuracy

Supported Documents

Document Type	Extraction Quality
PDF invoices	Excellent
Scanned invoices	Good
Photo receipts	Good
Handwritten	Limited
Foreign languages	Varies

Privacy & Security

Your document data is:

Processed securely
Not used to train external models
Stored encrypted
Access controlled by permissions

Troubleshooting

Q: Nothing was extracted

Document may be:

Image quality too low
Format not recognized
Heavily stylized/decorated

Try rescanning at higher resolution.

Q: Wrong vendor detected

AI uses text recognition. If logo-based:

Edit the vendor name
AI remembers for next time

Q: Missing line items

Some invoices have unusual formats:

Add line items manually
Or edit extracted data

Next Steps

Incoming Invoices - Track payments
Document Types - Organize by category
Search - Find extracted data

Uploading Documents Document Types