Supplier & invoice details
Supplier name, invoice number, dates and totals read from the document and mapped to Merit fields.
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How receipts and invoices get into Merit Aktiva
Merit Aktiva does not read documents itself, so a photo or PDF has to be turned into a posted purchase invoice by someone. We built a pipeline that does that automatically, and we run our own books on it every day.
No native OCRMerit does not extract data from invoices or receipts on its own; that step has to come from a person or an integration.
Native OCR NoneAPI accepts Purchase invoices, POsE-invoices Via operators, not APISource file Attached to the record
Capturephoto or pdf arrives via bot or mailbox
Extractan ai reader pulls header and line data
Validatevat numbers checked, duplicates flagged
Mapitems and accounts matched to merit
Postpurchase invoice created, file attached
What lands in Merit Aktiva
Line items
Each line item is extracted with quantity and price, and mapped to the right item or account.
Source PDF or photo
The original file is attached to the purchase invoice record, so the paper trail stays with the entry.
VAT number check
Supplier VAT numbers are checked, and repaired where needed, against the Estonian business register.
Duplicate flag
A document that matches an entry already in Merit is flagged rather than posted a second time.
Review task
Anything that fails validation is routed to a review queue instead of being posted on a guess.
Where it gets awkward
Every system has edges. These are the ones that shape the build — better known before the pilot than during it.
No native OCR
Merit does not read documents itself, so structured data has to exist before it reaches the API. That reading step is what our pipeline does before posting.
E-invoices bypass the API
Incoming e-invoices arrive through e-invoice operators, not the API, so they already follow a separate route into your books.
Purchase invoices and orders only
The API accepts purchase invoices and purchase orders. Other record types need their own workflow.
Is a custom pipeline worth it here?
Worth building
- High volume of supplier invoices and receipts arriving by email or photo
- Several mailboxes or client companies that all need consistent posting rules
- Supplier VAT numbers that need checking against the business register
Native tools are enough
- A handful of invoices a month that one person enters by hand
- You mainly receive e-invoices, which already arrive through operators
The task behind this
Solution
Invoices and receipts posted into your accounting system automatically
Supplier invoices and staff-photographed receipts posted straight into Merit Aktiva, Xero, QuickBooks and more, with exceptions sent to a review queue.
→How the stream is built
Processed in the EU. The original files and extracted data stay in your own systems; a data-processing agreement is available on request — see security and data handling.
From audit to autopilot
Step 1
Audit
We map one document or enquiry stream end-to-end, count volumes and name the systems it touches. You get a written scope and a fixed pilot price.
Free · 3 working daysStep 2
Pilot
One stream goes live on your real documents. Acceptance is measured, not felt: straight-through rate, minutes per document, exceptions.
About two weeks · fixed priceStep 3
Rollout
The remaining streams follow the proven pattern. Monthly report, support, and changes as your systems change.
Stream by streamFrequently asked questions
Does Merit Aktiva read invoices on its own?
No. Merit has no native OCR, so either a person types the invoice in or an integration supplies structured data. Our pipeline reads the document and sends header fields, line items and the source file to the API.
What about incoming e-invoices?
Those arrive through e-invoice operators rather than the API, so they already follow their own route into Merit. Our pipeline covers invoices and receipts that come in as PDFs, photos or email attachments, which is where the manual work actually sits.
Can the pipeline post purchase orders too?
Yes. Merit's API accepts purchase orders as well as purchase invoices, so both can be created automatically once the source document has been read and mapped.
What happens if a document cannot be read cleanly?
It goes to a review queue in a tool you already use, such as Telegram, instead of being posted on a guess. An accountant fixes or approves it, and the mapping is reused next time the same supplier appears.
Is there proof this works at scale?
We run our own books on Merit, and we built this for an Estonian accounting firm with more than 70 client companies and 42 mailboxes. Across a two-week sample of 1,093 documents, 79% posted with no human touch, and 0 duplicates were found across 1,741 posted documents.
Using Merit Aktiva? Start with the audit
Three working days, one document stream mapped end to end, a fixed pilot price on paper. No commitment.
Get a free automation audit