TechOneDigital Start a pilot

Finance & Documents

AI Validation & Delivery

Approved data checked against your rules and delivered to your ERP or accounting system.

Available now · Human approval · Complete audit trail

The operational problem

Approved extraction can still be invalid for the target system

A reviewer may confirm that a value matches the document while the ERP still rejects the record because a supplier is unknown, totals do not reconcile or the invoice already exists.

This service applies the customer’s deterministic rules after human approval, holds failures with a reason and delivers only valid records through one controlled channel with confirmation per document.

Delivery controls

What stands between approval and the ledger

Required fields

The record is complete for the exact transaction or document type expected by the target.

Cross-field rules

Totals, dates, currency, tax or other agreed relationships are checked independently.

Duplicate control

Stable business keys and prior delivery state prevent a retry from creating a second record.

Reference data

Suppliers, accounts, cost centres or other permitted lists are checked before delivery.

Acknowledgement

The result is not marked delivered until the target channel returns the agreed confirmation.

Method

How approved data is validated and delivered

  1. Receive an approved recordOnly data that completed its human review enters the delivery validation step.
  2. Run deterministic checksRequired values, totals, duplicates and reference lists are evaluated against written rules.
  3. Hold failures with a reasonA failed record stays visible with the exact rule and evidence that blocked it.
  4. Deliver through one agreed channelREST API, SFTP or a document library is configured with the minimum required permission.
  5. Record the acknowledgementTarget response, timestamp and external identifier are attached to the source record.
  6. Retry without duplicationRecoverable failures can be retried using the same idempotency identity.

Example delivery

Passed, held and confirmed records stay visible

Illustrative delivery batch — no customer accounting data

Approved
38
Checks passed
37
Held
1 duplicate number
Channel
REST API
Confirmation
Per document

Integration judgement

The rules behind reliable delivery

Approval and validation are different controls

A human confirms the document interpretation; rules confirm that the record is acceptable downstream.

Held is not lost

Every rejected or delayed record remains in a named state with a reason and owner.

Delivery needs positive evidence

Sending bytes is not success; the agreed acknowledgement must be recorded.

Retries must not duplicate

The same approved record keeps one delivery identity across timeouts and recoverable failures.

Fixed start

What the two-week integration delivers

  • Validation rulebookRequired, cross-field, duplicate and reference-data checks written in testable form.
  • One delivery connectorAn agreed API, SFTP or library route configured with controlled credentials.
  • Held-item workflowFailures show the rule, source record and action needed before release.
  • Acknowledgement and retry logicSuccess, timeout, rejection and safe retry behaviour tested explicitly.
  • Audit trailApproval, validation, delivery attempt and target confirmation linked per document.

Fit

When automated delivery is—and is not—ready

A good fit

  • Approved structured data already exists and the target transaction is defined.
  • ERP validation, duplicates or reference-data errors create manual rework.
  • One supported delivery channel and accountable target-system owner are available.

Not the right fit

  • The upstream data has no approval state or stable document identity.
  • Business rules cannot be stated or tested before posting.
  • The target system offers no supported import, API or controlled file route.

Where the human approves

You clear held items. The AI works through a fixed list of allowed operations; every approval and result is logged.

Integration questions

Questions finance and ERP owners should ask

Why validate data after a human approved it?

The reviewer confirms the interpretation of the source document. Downstream rules such as duplicates, reference lists and accounting relationships are separate controls.

What happens when a rule fails?

The record is held with the exact failure reason and source evidence. A person can correct or clear it according to the agreed policy.

How do you prevent duplicate delivery?

Each approved record has a stable delivery identity and business key so a retry can be distinguished from a new transaction.

Which delivery channels are supported?

The platform supports REST API, SFTP, SharePoint and OneDrive patterns. The integration selects one supported channel and tests its acknowledgement behaviour.

What if the ERP is temporarily unavailable?

The record remains pending, the failure is logged and a safe retry follows the agreed back-off and idempotency rules. It is not marked delivered.

Experience behind the service

Built from production document delivery

The service comes from SmartDocto’s controlled document-delivery layer, including rules, held states, multiple delivery channels and per-document confirmation. Customer ledger data and integration credentials remain private.

Technical stewardship: David Máj, Founder & Technology Consultant. Last reviewed 24 September 2026.