PRISM-SmartConvert · Intelligent document automation
Turn PDFs, emails and paper into business transactions
Not every customer or supplier sends EDI. Orders, invoices and forms still arrive as PDFs, emails, spreadsheets, faxes and paper, and someone types them into the ERP. PRISM-SmartConvert, in production with ECOM customers today, converts those documents into structured data and delivers it to your systems or as EDI, so document-based partners join the same automated flow.
Documents in
- Word
- Excel
- Fax
- Scanned images
- Paper
PRISM-SmartConvert
- OCR and ICR
- Business rules
- Exception review
- Audit trail
Data out
- EDI
- XML
- JSON
- Flat files
- ERP-ready data
What is document-to-EDI conversion?
Document-to-EDI conversion is the process of extracting business data, such as order lines, prices and references, from documents that were not designed for machines, like PDFs, emails, spreadsheets, faxes and scanned paper, and turning it into a structured format such as X12, EDIFACT, XML, JSON or an ERP import file. Because layouts and quality differ from sender to sender, reliable solutions combine recognition with validation rules, exception review and an audit trail.
Why it matters
Business benefits
Re-keying removed from routine documents
Staff stop typing orders and invoices that arrive as documents and spend their time on the exceptions that need judgement.
Partners join without changing anything
Customers and suppliers keep sending documents the way they do today, while your systems receive structured data.
Errors caught before the ERP
Extracted data is checked against your business rules and master data before it is released, instead of mistakes being found at invoicing.
Who it's for
Who uses PRISM-SmartConvert
Order entry and customer service teams
Purchase orders arrive by email, PDF, fax or post from customers without EDI, and are re-keyed into the ERP every day.
Accounts payable teams
Supplier invoices arrive as PDFs and scans in many layouts and must be captured and matched before they can be paid.
EDI and onboarding teams
Non-digital or seasonal trading partners need to be brought into the automated flow without asking them to implement EDI.
Claims, logistics and operations teams
Claims, forms, bills of lading and other business documents carry data that operational systems need.
How it works
How PRISM-SmartConvert works, step by step
- 01
Capture
Documents are collected from email, PDF, Word, Excel, fax, scanned images and paper, through the channels agreed during setup.
- 02
Recognize and extract
AI-based OCR and ICR read printed, scanned and handwritten content, including complex multipage documents, and extract header data, line items and totals.
- 03
Validate and enrich
Business rules check, enrich and route the data, for example against item, customer and price master data.
- 04
Review exceptions
Flagged values are reviewed and corrected by staff before release, with an audit trail of what changed.
- 05
Deliver
Validated data is delivered to the ERP or enterprise application, or converted to EDI, XML, JSON or flat files.
Capabilities
What PRISM-SmartConvert does
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Many input formats
PDF, email, Word, Excel, fax, JPG and other scanned images, paper documents and other supported formats.
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AI-based OCR and ICR
Recognition of printed, scanned and handwritten content, including complex multipage documents.
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Business-rule validation
Conditional rules validate, enrich and route extracted data before it reaches a business system.
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Exception handling
A review step for flagged items, so uncertain values are confirmed by a person rather than posted automatically.
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Audit traceability
A record of what was extracted, what was corrected and who approved it.
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Structured outputs
EDI, XML, JSON, flat files and ERP-ready structured data.
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Enterprise application integration
Delivery into ERP and other enterprise applications, such as SAP, Oracle and NetSuite, through the PRISM platform.
Systems integration
Where PRISM-SmartConvert delivers data
Converted data is only useful when it lands in the system that acts on it.
| System | What flows | What to plan for |
|---|---|---|
| ERP | Sales orders from customer documents; supplier invoices for accounts payable. | For example SAP, Oracle and NetSuite, in the format each one imports. |
| Trading partners | Extracted data converted to EDI, XML or JSON. | Through the PRISM platform, so document partners join the same flow as EDI partners. |
| Other enterprise applications | Claims, forms and logistics documents as structured data. | Output format agreed during setup, including flat files. |
Inputs, outputs and integration
What PRISM-SmartConvert reads and produces
Support for your specific documents is confirmed with your own samples during evaluation, because layouts and quality vary.
| Inputs | PDF, email, Word, Excel, fax, JPG and other scanned images, paper documents and other supported formats |
|---|---|
| Typical documents | Purchase orders, invoices, remittances, bills of lading, receipts, contracts and agreements, claims and forms |
| Recognition | AI-based OCR and ICR, including handwriting and complex multipage documents |
| Quality control | Business-rule validation, enrichment and routing, exception review and audit trail |
| Outputs | EDI (such as X12 or EDIFACT), XML, JSON, flat files and ERP-ready structured data |
| Delivery | To ERP and enterprise applications or to trading partners through the PRISM platform |
Validation and exception handling
Uncertain data goes to a person, not into your ERP
No recognition technology reads every document perfectly. The design goal is that uncertain or inconsistent values are caught and handled before they reach your business systems.
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Validation against your data
Extracted customers, items, quantities and prices are checked against master data and business rules, such as unknown item numbers or prices outside agreed terms.
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Exception review
Documents with flagged values are reviewed, where staff confirm or correct the values and release the document, with the change recorded.
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Layouts without a template for each one
Complex, multipage documents can often be extracted without building a template for every sender's layout. Results are confirmed with samples of your own documents, and difficult layouts may need rules or review.
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Evaluate with your own documents
An honest evaluation uses a set of your real documents, including difficult ones, to show what is extracted cleanly and what would go to review.
Integration with business systems
Converted data delivered into your ERP, not a spreadsheet
Conversion only saves work if the result lands in the system that acts on it. PRISM-SmartConvert is part of the PRISM platform, so converted documents join the same integration flow as EDI.
PRISM-EDI integration platform-
ERP and enterprise applications
Validated orders and invoices are delivered to the ERP or other enterprise applications in the format they import.
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Out as EDI when partners need it
Extracted data can be converted to EDI, XML or JSON, so a document from one partner can become a standard transaction for another system or partner.
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Part of partner onboarding
During trading partner certification and onboarding, partners who cannot implement EDI can be enabled through document automation instead.
Why ECOM
Document automation from an integration company
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The ERP side is covered
ECOM implements ERP integrations and EDI for a living, so converted data is delivered into your ERP properly, not just exported to a folder.
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Someone to tune it
Through EDI Team as a Service or a managed service, ECOM specialists can review exceptions and adjust rules as new layouts appear.
Implementation
What a PRISM-SmartConvert project involves
Most of the work is agreeing what good data looks like for your business, not configuring software.
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Start with real samples
Collect a representative set of documents per sender, including poor scans and unusual layouts, so results reflect your reality.
-
Define validation rules
Agree which master data, price and quantity checks apply, and which exceptions go to which reviewer.
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Decide the output
ERP import format, EDI, XML, JSON or flat file, and the system that receives it.
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Plan the review workload
Decide who reviews exceptions and how quickly, at least during the first weeks while rules are tuned.
Use cases
Where teams use it
Order entry automation
Convert emailed, PDF, faxed and posted purchase orders into sales orders in the ERP.
Accounts payable
Turn supplier invoices into ERP-ready transactions for matching and approval.
Trading partner onboarding
Bring non-digital or seasonal partners into the automated flow without asking them to implement EDI.
Claims and forms
Extract data from claims, forms and supporting documentation, including handwritten content.
Logistics documents
Capture data from bills of lading, receipts and other shipping documents for operational systems.
Technology, expertise and operations
Choose how PRISM-SmartConvert is run
PRISM is ECOM's own integration technology. The company that builds it also implements, operates and supports enterprise integration platforms, so you can choose how much of the work you keep.
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Run it with your team
Use PRISM-SmartConvert on the PRISM platform with your own staff, supported by ECOM.
Platform delivery options -
Share the work
ECOM integration specialists extend your team for mapping, onboarding, monitoring and changes.
EDI Team as a Service -
Hand it over
ECOM operates the integration end to end as a fully managed service, within an agreed scope.
Fully managed EDI
Running IBM Sterling or another integration platform today? ECOM's enterprise integration specialists can help you keep, modernize or migrate it. IBM Sterling services · Migration and modernization
Available delivery options depend on the product and your requirements and are confirmed during scoping. Compare delivery models.
Frequently asked questions
Which document types does PRISM-SmartConvert support?
PDF, email, Word, Excel, fax, JPG and other scanned images, paper documents and other supported formats. ECOM confirms support for your specific documents using your own samples during evaluation.
Is PRISM-SmartConvert only for PDF to EDI?
No. PDF to EDI is one common use, but it converts many kinds of unstructured business documents into structured transactions, including orders, invoices, remittances, bills of lading, claims and forms.
How accurate is the extraction?
It depends on document quality and how much layouts vary. ECOM does not quote a general accuracy figure. Validation rules and exception review make sure uncertain values are checked before they reach your systems, and an evaluation with your own documents shows what to expect.
Does it read handwriting?
Yes, ICR recognizes handwritten content. As with printed documents, recognition quality depends on legibility, so uncertain values go to review.
Do our customers or suppliers need to change anything?
No. They keep sending documents as they do today. The conversion happens on your side.
When is a document approach better than EDI?
It suits partners who cannot or will not send EDI, typically smaller customers or suppliers. For high-volume partners, EDI or an API connection is usually more reliable, and PRISM supports those too.
ECOM products
Integration, visibility, automation and business applications
PRISM is ECOM's own integration and automation platform. PRISM-EDI is the core; the other products extend it to visibility, partner and document automation, APIs and commerce channels. ECOM's business applications, PRISM-ERP and Inventory on Cloud, run core operations alongside it.
- Integration platform PRISM-EDI Our core EDI/B2B integration platform. Explore
- Visibility and optimization PRISM-SCV Visibility into document status, transaction activity, and exceptions across trading partners. Explore
- Partner and document automation PRISM-WebEDI Web-based EDI collaboration and document processing. Explore
- Partner and document automation PRISM-SmartConvertYou are here Converting business documents into structured integration data.
- Partner and document automation PRISM-WebLink Automation of trading partner portals and workflows.
- APIs and commerce channels PRISM-API Gateway API integration and connectivity.
- Visibility and optimization PRISM-DriveSync Routing and delivery optimization.
- APIs and commerce channels PRISM UniChannel Omnichannel order and fulfillment integration.
Test PRISM-SmartConvert on your own documents
Send us a handful of the orders, invoices or forms your team re-keys today. We will show what PRISM-SmartConvert extracts and what would go to review.