Define to download
Follow a document through six stages: choose fields, upload, extract, check, review and export.
Six steps
01 Define
Start with a template or an empty list. Define each field with a name, description, example and type: text, number, amount, date, yes/no or a table. Add calculation checks and reading options for tables, handwriting, checkboxes, separate PDF pages or a selected page range.
02 Upload
Upload documents using the formats and limits shown in the workspace. Keep photos upright, legible and complete; this build does not automatically classify blur, darkness or cropping. The original file remains available during review.
03 Read
After upload acceptance, the server queue continues without an open workspace tab. Extraction uses your field definitions and the printed document. Missing values remain marked Not on the page. Each document produces structured rows, with source boxes where a location can be established and Place not found where it cannot.
04 Check
Validation flags missing required fields, unreadable dates or numbers, inconsistent sums and duplicate files. Every flag explains the issue without altering the value. Purchase-order templates include 23 additional checks.
05 Fix
Compare values with the page and select a field to inspect its source. Correct extraction errors, or retain a printed value with a reason when the document itself is inconsistent. Changes remain alongside the first reading. Review the visible warnings before confirming the file.
06 Download
Select Excel, CSV or JSON and choose the approved documents to include. The default selection contains confirmed files not previously downloaded. Repeating items can become separate rows; unconfirmed documents are excluded.
Status words
Each status combines a clear label with an icon, so color is never the only cue.
A source was located and the value passed its checks.
Review the source and any validation warning before confirming this value.
A value was extracted, but its exact location could not be established. Check the original page before approving it.
No value was found in the document; the field is left empty.
The printed values conflict or a calculation does not reconcile.
A reviewer edited the value, with the first reading preserved.
A person looked at it and kept it.
Real paper
Questions
Use an upright image with legible text and all corners visible. Check the source during review and upload a clearer copy when needed. Automatic quality classification is not implemented.
Enable Split pages to treat each PDF page as a separate document row.
Yes. Set a starting and ending page in the field list to limit the extraction range.
Enable Tables to extract repeating fields as rows, including tables that continue across pages.
Workspace owners and admins can reopen a confirmed document for review. Check its activity history before confirming the revised values and downloading again.
You can reread a file up to three times per day. The same paid page range does not use more pages; expanding it charges only the added range. Review the new results and saved corrections before confirming.
More questions?
Book a demoNeed a hand?
Explore document types, field lists and plans with the Tracewise team.
Three example documents. One clear place to review them.
| Document | Status | Invoice | Total |
|---|---|---|---|
| Invoice-2048.pdf1 page · revision 1 | To review | INV-2048 | $1,250.00 |
| Invoice-2049.pdf1 page · revision 2 | Confirmed | INV-2049 | $480.00 |
| Invoice-2050.pdf2 pages · revision 1 | To review | INV-2050 | $795.50 |
Name each detail and describe where to find it.
Tracewiseinvoice_numbersupplier_nameinvoice_datetotalitemsRead the final amount payable exactly as printed, including tax. Leave it empty if it is not on the page.
The original and its readings, side by side.
Example supplier
Example customer
Export the document revisions you have reviewed and confirmed.
| invoice_number | supplier_name | total | Review |
|---|---|---|---|
| INV-2048 | Example supplier | 1250.00 | Confirmed |
| INV-2049 | Example supplier | 480.00 | Confirmed |
| INV-2050 | Example supplier | 795.50 | Confirmed |
Warnings and human corrections stay in the review record.