AI Document Processing · NZ Wholesalers
AI that reads your messy documents — emailed orders, remittances, packing slips, supplier price lists — and turns them into clean data in Cin7 or Xero. Checked by a person where it matters, not blindly trusted. For NZ wholesale and distribution.
Look at what actually lands in your inboxes: orders a customer typed into Outlook, remittances, packing slips, supplier price-list updates, proof-of-delivery dockets. None of it is structured data. So a person opens each one, reads it, and retypes it into Cin7 or Xero, field by field.
It's slow, it's dull, and it's exactly where the errors creep in — a transposed quantity here, a missed line there. Your native integrations are great at moving structured data between systems. They can't read a PDF and figure out what's in it. That's the gap.
Old-school OCR pulls characters off a page and hands you a wall of text — you're still left working out which number is the quantity and which is the price, and it falls over the moment a supplier changes their template.
Modern AI extraction understands the document. It knows a line item from a total, copes with a layout it's never seen before, and pulls the specific fields you actually need. That's the difference between "scanned" and "understood" — and it's why this is suddenly worth doing when it wasn't a few years ago.
It arrives.
The document hits an inbox, an upload, or a shared folder.
AI reads it.
It pulls the fields that matter — customer, line items, quantities, prices, dates.
It gets checked against your records.
Does this SKU exist? Does the price match the agreed tier? Does the total add up?
Clean cases flow straight through. Uncertain ones get flagged.
Confident extractions post straight into Cin7 or Xero. Anything uncertain goes to a person to glance at before it posts.
Honest version: AI extraction isn't magic and it isn't 100%. Anyone who tells you it is hasn't run it in production. The point isn't to remove people — it's to stop them typing, and aim their attention only where it's genuinely needed. That validate-and-flag step is what makes it safe to trust, and it's the part most "AI" tools skip.
One more honest note: these documents can carry sensitive commercial detail, so where they're processed and what's retained matters. We're deliberate about that — and it's covered properly in the audit, not hand-waved.
Document keying is some of the most automatable work in the building — high volume, repetitive, rules-based. Most wholesalers are surprised how many hours a week disappear into it once they actually count.
Work out your number in 30 seconds — plug your hours and hourly rate into the calculator and see what it's costing annually.
Open the calculator →A distributor was receiving customer orders and supplier price lists as PDFs and emails — every one read and retyped into Cin7 and Xero. We automated the read-and-validate step so clean documents posted themselves and only the odd uncertain one needed a human. The keying hours went back to the team, and the order errors that came with manual entry largely went away.
Step 1
From $750 — credited toward the build
I look at your real documents, work out which are reliably automatable and what that's worth. Fixed fee. You walk away with a plan whether or not you go further.
Step 2
$4,000–$12,000 fixed price
I build the extraction-and-validation flow on top of your existing stack. Scoped from the audit, fixed price, no surprises. Handed over with plain-English documentation.
Step 3
From $400/month · cancel any time
I keep it accurate as your suppliers and documents change, and on call when something shifts. Month-to-month — no lock-in.
The TimeBack Guarantee
If the build hasn't cut the time on these tasks to under 20% of what you spend today — within 3 months — I refund the audit fee in full. On top of it already being credited toward the build.
The audit pins the baseline first, so the guarantee is tied to exactly what we scoped.
You're a wholesale or distribution business running Cin7 or Xero (5–50 staff).
Documents arrive by email or as PDFs and someone retypes them into your systems.
The document types are recurring — same supplier formats, same customer order layouts.
You'd rather have a human check the uncertain extractions than trust automation blindly.
Not sure if your documents are a good fit? The free call sorts that out in 15 minutes.
No. OCR reads characters; you still do the thinking. AI extraction understands the document — line items vs totals, new layouts, the fields you actually want — and hands back clean data.
Uncertain extractions never post automatically. They're flagged for a person to check first. You automate the confident 80% and keep eyes on the rest.
Emailed and PDF orders, remittances, packing slips, supplier price lists, proof-of-delivery dockets — if it's a recurring document type, it's a candidate. Supplier invoices are the one exception: Xero's email-to-bills already captures those, so we don't reinvent it. The audit tells you which ones are worth it.
We're deliberate about where documents are processed and what's retained, because they can hold sensitive commercial detail. It's sorted as part of the audit, not an afterthought.
See what your document keying is costing — then decide.
Timeback Systems Ltd · gettimeback.co.nz · The audit fee is credited toward your build — and refunded if these tasks aren't cut to under 20% of today's time within 3 months.