When purchase orders arrive by the dozen, processing them one at a time is the bottleneck.
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When purchase orders arrive by the dozen, processing them one at a time is the bottleneck. Drop a whole folder into a single upload and the AI extracts every PO in the batch at once. Here is how to run it.
Batch processing means handling a set of purchase orders as one unit of work instead of one document at a time. The time saving is obvious. The risks are less obvious, and most of them come from how the batch is put together and checked, not from the extraction itself.
The same PO arrives by email, from a supplier portal, and as a revised copy. Put all three into a batch and the order is counted three times, which inflates committed spend and can lead to duplicate receipts or payments.
A single PDF exported from a buyer system sometimes holds several purchase orders back to back. Treated as one document, the lines of separate orders get mixed together.
When a hundred orders come back at once, it is tempting to export straight away. Spot checks on quantities, unit prices, and totals are what catch a bad scan before it reaches the ERP.
If every PO produces its own spreadsheet, someone still has to merge them. The point of a batch is a single file that covers every order in it.
A batch in PurchaseOrders is a set of files uploaded together. Each document is extracted on its own, then the results are merged into one table on the batch page and exported as one file, with the supplier of each order detected from the document.
Upload up to 50 files in one go, mixing PDFs, scans, and photos from different suppliers. Larger backlogs run as several batches back to back.
The batch table groups orders by the supplier read from each document, so there is no need to sort or rename files first. Orders where no vendor can be read are kept in their own group.
When a batch completes, repeated PO numbers from the same supplier, unit prices that differ from your own history for that supplier and item, and changed vendor details are flagged for review. Nothing is blocked or dropped.
Download the whole batch as one Excel, CSV, or JSON file with a supplier column on every row, ready to import or to stack under the previous batch.
The tool that runs the batch is bulk purchase order upload: drag in a set of mixed suppliers and formats and get every order back as structured data. Each file still gets full purchase order line item extraction, then the batch exports through the purchase order PDF to Excel converter or a CSV export. Clearing a backlog this way is a direct way to reduce purchase order processing costs.
If the batch is headed for your ERP, the load itself is covered in how to import purchase orders to your ERP. For the wider picture of where batch capture fits between requisition and payment, see the purchase order process steps and workflow, and for measuring whether the backlog is actually shrinking, purchase order cycle time.
The extraction is the same either way. What changes is how much handling each order needs around it.
| Batch processing | One order at a time | |
|---|---|---|
| Uploads | One upload for up to 50 files | One upload per order |
| Sorting by supplier | Detected from each document | Done by hand or by file name |
| Review | One merged table for the batch | One screen per order |
| Duplicate PO numbers | Flagged across the batch and your history | Only if someone remembers |
| Output | One file for the whole batch | One file per order to merge |
| Best for | Backlogs, month end, recurring volume | An urgent single order |
Very large backlogs are processed as several consecutive batches. Each batch exports to the same column layout, so the files stack without rework.
A repeatable workflow for clearing a stack of supplier or customer purchase orders.
Collect the orders for the period into one folder. Remove obvious duplicates and superseded revisions, split any PDF that holds several purchase orders into one file per order, and set aside pages that are not orders, such as cover letters or terms.
Tip: Keep revisions only if you want the latest version. The PO number and revision field tell you which one is current.
Open the bulk upload and drop in up to 50 files at once. PDFs, scans, and photos from different suppliers can go in the same batch, and file names do not need to follow any convention.
Check the batch table, grouped by supplier. Look at any flags for repeated PO numbers, unusual unit prices, or changed vendor details, and spot check quantities and totals on scans before exporting.
Tip: Compare the sum of line amounts with each order total. A gap usually means a line was unreadable on the source.
Download the batch as one Excel or CSV file, or read it as JSON. Import it into your ERP or accounting system, or append it to your purchase order log, then start the next batch.
It is handling a group of purchase orders as one job: upload them together, extract them together, review one merged result, and export one file. It replaces opening, reading, and keying each order separately, and it makes checks such as duplicate detection possible across the whole group.
Up to 50 files per upload on every plan. For a larger backlog, run several batches back to back. Each batch exports with the same columns, so the files can be stacked into one spreadsheet or loaded one after another.
No. The supplier is read from each document, and the batch results are grouped by supplier automatically. Orders where the vendor cannot be read are shown in a separate group so they can be checked, rather than being dropped.
Yes. Native PDFs, scanned PDFs, and image files such as JPG and PNG go through the same reader and land in the same merged table. Check scanned orders a little more carefully, since legibility affects every extraction tool.
A repeated PO number under the same supplier is flagged, both within the batch and against orders you extracted earlier, with the documents named so you can decide which one to keep. The flag is a warning only. You decide whether to remove the duplicate before exporting.
This page is the workflow: how to prepare, run, review, and export a batch. The bulk purchase order upload page is the tool you use to do it, with the upload itself and details on formats and output.
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