Extract the vendor order lines
Capture vendor, invoice number, order date, SKU, description, quantity, unit price, discounts, tax, shipping, and total from a supported document.
All ShopBrain answers
Purchasing evidence
How do vendor invoices get matched to repair tickets?
By PB DigitalReviewed July 25, 2026
Step by step
How the operating logic works.
Normalize identifiers and descriptions
Standardize casing, spacing, punctuation, vendor aliases, and known part-number formats without discarding the original source text.
Score possible relationships
Compare SKU, approved mappings, description, device fit, date, location, quantity, and price. Conflicting strong identifiers lower confidence.
Approve uncertain matches
A person reviews ambiguous candidates. Approved relationships can improve future matching while preserving the source evidence.
Illustrative example
A description match with incomplete SKU data
A vendor line says “iPhone 14 OLED Black” while the repair ticket says “IP14 display assembly.” The purchase date, location, quantity, and device fit agree, but the SKU is missing. The system can suggest the match, yet a person should confirm it before using the cost. This is illustrative.
Where ShopBrain fits
Evidence first. Human decision last.
ShopBrain uses GPT-4o mini to extract supported invoice documents into reviewable fields. Matching logic then evaluates identifiers and operational context. Confirmed purchase evidence can support landed-cost and margin analysis; uncertain fields and relationships wait for review.
Important limits
What this answer does not assume.
OCR or document extraction can misread blurry scans, unusual layouts, or handwritten values.
Similar descriptions can refer to different grades, colors, revisions, or device variants.
A plausible match should not be treated as confirmed when strong identifiers conflict.
Keep exploring
Related ShopBrain guides
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