Kill the manual data entry in your back office
Supplier quotes, material invoices, receipts, spec sheets — your team retypes them by hand, or never gets to it. AI reads the documents and lands structured rows in your sheet or system, so your pricing and job costs stay current without the busywork.
Why it matters
Contractors drown in unstructured documents. A lumber-yard receipt, a PDF quote from a supplier, a phone photo of a Home Depot invoice, a forwarded spec sheet — every vendor sends data differently, and someone has to retype it before it's useful for bidding or job costing.
In practice, it never gets done. The price list sits half-empty, bids run on last quarter's numbers and gut feel, and margin leaks. The pain isn't a lack of software — it's that no off-the-shelf tool does the boring work of reading a crumpled receipt and turning it into clean rows in your sheet, with your item names and your supplier IDs.
How the document pipeline works for a contractor
Drop a document, anywhere your team already works
Forward an email, drop a PDF or phone photo into a watched Google Drive folder, or snap a receipt. The pipeline picks it up within seconds — no new app to learn.
AI extracts the line items
A routing layer picks the right model per document type — a cheap model for clean printed receipts, a stronger one for handwritten or crumpled photos, the strongest for multi-page PDF quotes — and pulls supplier, item, SKU, size, unit price, quantity, and more.
Matched & deduped against your catalog
Extracted rows are matched to your existing supplier and product list so you don't get five spellings of the same item. New items are flagged for a quick human review when confidence is low.
Synced into your sheet or system
Clean rows land in your Google Sheet, database, or CRM and stay current. Your team reviews, not retypes — and your price catalog is finally usable for bidding.
What you get
We're building this for a Florida general contractor with 1,000 suppliers whose price catalog was almost entirely blank. The working demo turns PDFs and phone photos into reviewed, deduped rows in their sheet; email ingestion is wired and being hardened for the paid pilot. The same pipeline adapts to your document mix.
Common questions
My suppliers send everything as messy photos and scans. Does that work?
Yes — that's exactly the case we built for. The pipeline routes crumpled photos and scans to vision models strong enough to read them, and flags anything low-confidence for a quick human check instead of guessing.
Do I have to switch off Google Sheets?
No. The whole point is that it lives where your team already works. We sync into your existing Google Sheet, database, or CRM — no new app, no migration.
What about wrong data getting in?
Every extraction has a confidence threshold. High-confidence rows flow through; anything uncertain is queued for a 5-second human review. You stay in control of what lands in the catalog.
Can it handle invoices and job costs too, not just price lists?
Yes. The same extract-match-sync pipeline works for invoices, receipts, and quotes feeding job costing — we scope the exact document types and destinations on the discovery call.
Want this running in your business?
Every project starts with a short discovery call. We map your workflow, find the highest-impact automation, and tell you up front whether it's worth building.