Most manufacturing companies manage their document workflows using a combination of paper files, scanned PDFs, and spreadsheets. 

This setup works at a basic level but because of the manual nature of it, it often leads to delays, data entry errors, and inconsistent recordkeeping. Plus, these documents move through multiple hands and formats before they’re approved or archived.

Even if you’ve used automation solutions, they barely scratch the surface. They can’t handle different templates or handwritten documents—complicating the issue. 

While manufacturing companies are torn between modernizing and maintaining control, between efficiency and legacy systems. The ghost of failed tech rollouts still lingers, feeding the lie that automation can't handle the messy reality of manufacturing documents. 

The truth is that document automation platforms like Docxster are built for exactly that. 

In this guide, we’ll walk you through 12 use cases for document processing in manufacturing companies to show you can use it too.

6 document processing use cases for finance teams

Finance teams spend a lot of time reviewing documents that directly affect cash flow—purchase orders, invoices, vendor forms, and approval records. They need to be validated, compared, and processed. In most cases, the information doesn’t arrive in a standardized way. That’s what slows things down.

The following examples break down where that friction happens and how intelligent document processing tools can alleviate some of the burden:

1. Invoice and PO matching

You're managing the constant juggle of matching invoices to POs across different systems. Your team opens an invoice PDF in one window, pulls up the corresponding PO in SAP in another, and carefully compares every line item. 

When your biggest supplier sends handwritten invoices or that reliable vendor uses their own format, someone on your team needs to work through scanned documents and enter the data into Tally.

The complexity multiplies when amounts don't align or GST numbers are missing.

At the end of it, your finance team reaches out to procurement or contacts vendors directly to resolve discrepancies, which is a hassle.

How Docxster can help with invoice and PO matching:

• Auto-ingestion from multiple sources: Invoices are pulled automatically from Gmail, Outlook, or WhatsApp attachments; POs from SAP, Tally, or Google Drive folders. You don’t have to do manual uploads unless you want to. We offer both options.
• Template-free OCR extraction: Key fields like line items, totals, GST amounts, and PO references are extracted automatically using AI—even from handwritten invoices or scanned PDFs.
• Smart invoice-PO matching: Invoices are compared with POs using vendor names, amounts, and item codes, with mismatches flagged instantly for review.
• Exception routing with context: Low-confidence matches or discrepancies are automatically routed to finance or procurement teams with specific error details for quick resolution.
• Data export to existing systems: Final validated data is pushed directly to SAP, Tally, or exported as CSV/JSON for accounting workflows.
• Complete audit trail: Every matching decision, exception, and approval is logged in Docxster Drive. This makes your reviews and audits fast and traceable.

4. Reviewing vendor onboarding documents

When new vendors submit their registration information via email, your team works through comprehensive verification processes. These documents usually arrive with missing fields, formatting inconsistencies, or incomplete information that requires follow-up communication.

When your team finally coordinates with multiple departments, they realize these missing fields delay onboarding by 30 to 60 days. Why not reduce all the messy coordination instead?

How Docxster can help with reviewing vendor onboarding documents:

• Extracts PAN, GSTIN, and bank details using template-free OCR: Docxster reads scanned or digital forms without relying on templates—capturing fields like PAN, GSTIN, IFSC code, and account number.
• Validates key fields and flags missing entries: Built-in rules check for incorrect or missing values (e.g., invalid GSTIN format or blank signature fields) so teams can follow up early.
• Routes documents to finance, legal, or procurement teams: Using the Workflow Builder, Docxster auto-assigns onboarding packets to the right reviewers—based on vendor type, geography, or contract size.
• Stores and exports data for further use: Approved forms are stored in Docxster Drive, tagged by vendor name and document type. Extracted fields can be exported to Google Sheets or synced with tools like SAP, Zoho, or contractor onboarding platforms—so data flows directly into existing HR, finance, or procurement systems.

5. Structuring shift and production reports

Shift reports track daily production, including output, downtime reasons, and shift details. They’re key to spotting bottlenecks and comparing performance across teams. 

Most reports are filled out on paper or in Excel but that also means that formats vary across teams, making trend tracking difficult. To make this easier for you, you need to standardize the information. 

How Docxster can help with structuring a shift:

• Multi-format report ingestion: Collect shift reports from email, shared drives, or production management systems—regardless of format.
• Production data extraction: Shift IDs, output quantities, downtime reasons, operator notes, and machine numbers are extracted using the extraction module.
• Smart report standardization: Normalize inconsistent formats into standardized data structures for easy analysis across shifts and teams. For example, if different production logs have different formats, the data field gets filed under one field type.
• Automated tagging and organization: Reports are auto-tagged by date, production line, shift, and product type using field mapping.
• Trend analysis preparation: Production data is structured for dashboard visualization and performance tracking across shifts.
• Integration with production systems: Shift data flows directly to MES, SAP, or exported as CSV for production planning and performance analysis.

6. Building vendor delivery records

Delivery records show what arrived, when, and whether it matched the order. They include dates, quantities, and signed proof of delivery. These help track vendor reliability over time. Most teams store delivery slips or emails in shared folders. 

To verify a delivery, someone compares the slip manually with the PO or packing list. There’s no structured way to track delays or short shipments. Vendor reviews are often built from scratch using unstructured data but they don’t have to be.

How Docxster can help with building vendor delivery records:

• Multi-source delivery data collection: Delivery slips, confirmation emails, and shipping documents are automatically collected from email, courier portals, or shared drives.
• Comprehensive delivery data extraction: Delivery dates, quantities received, receiving party signatures, and condition notes are extracted using OCR—even from handwritten delivery slips.
• Smart delivery-PO linking: Delivery records are automatically matched to corresponding POs using vendor names, order numbers, and item codes.
• Vendor performance tracking: Automatically track delivery timing, quantity accuracy, and condition by vendor for performance evaluation.
• Centralized vendor history: We store all the delivery documents in Docxster Drive with vendor-specific tagging and metadata for easy retrieval.
• Integration with supply chain systems: Delivery data flows directly to WMS, SAP, or vendor management systems for performance tracking and relationship management.

Why it’s time to close the gap in manufacturing document workflows

The daily dance of documents in manufacturing doesn't have to remain chaotic. What starts as manageable manual processes quickly becomes a bottleneck—with teams spending 70% of their time on data entry, chasing approvals, and fixing errors that automation could prevent.

For manufacturing companies processing hundreds or thousands of documents monthly, these inefficiencies compound into real costs: delayed shipments, compliance risks, and the need to hire more staff just to keep up with paperwork.

Docxster was built specifically for this messy reality. Unlike basic automation tools that break with handwritten forms or varying templates, our platform handles the complex, unpredictable document workflows that define manufacturing operations.

Curious about how you can use end-to-end document automation in your manufacturing company? Schedule a demo to discover what's possible when your documents work as hard as your team does.