If you are a new user, follow this guide to get started quickly and efficiently.
To get started with smartextract, you’ll need to create an account:
Navigate to the Sign-Up page.
Enter your email address and create a secure password.
After registering, you can start using smartextract immediately!
For security and full access to all features, please check your inbox for a confirmation email and click the verification link.
After completing the registration process, you'll be prompted to create your first inbox. An inbox serves as a dedicated workspace for organizing and processing specific document types, allowing you to maintain structured workflows.
Click on the "Create your first inbox!" button.
Select the AI model that best matches your document type:
Bank statement – Extracts financial details from bank statements.
Credit note – Extracts details from credit notes.
Other models include debit notes, delivery notes, invoices, order confirmations, purchase orders, receipts, and rental contracts.
If these pre-configured options don't match your specific needs, you can create a custom model by selecting "Create Your Own Model" (detailed instructions available in our comprehensive guide).
If creating a custom model, enter an inbox name.
When selecting a pre-defined model such as "Invoice," your very first inbox will automatically inherit that name. For subsequent inboxes, you must enter a unique name.
Once you've created an inbox, you can start uploading documents. There are two ways to do this:
Click the ‘Upload’ button (an upward-pointing arrow) in the top right corner of the inbox.
Select a document from your computer.
The document will be uploaded and displayed in your inbox.
Or simply drag and drop the files directly into the application window
Locate your unique inbox email address (e.g., 6thz-fwv1-xp5s@inbox.smartextract.ai).
Send an email to this address with your documents attached.
The documents will be processed and displayed in your inbox.
Once your documents are uploaded, they won’t be processed automatically. You’ll notice that the status column for each document is initially empty — this means extraction hasn’t started yet.
To begin extracting data, you have two options:
Click on the document name to open the extraction view, where you can inspect or fine-tune the results.
Select one or more documents using the checkbox on the left side of the document name, then click the Extract Data icon in the top-right corner.
Once extraction begins:
The document status will update to “Processing”.
If multiple documents are selected, the first will begin processing immediately, and the rest will be shown as “In Queue”, starting one after the other.
Next to the Extract Data icon, you'll find the Download icon. This allows you to download the extracted data in three different formats:
JSON
CSV
Excel
You can select one or more documents and choose your preferred download format.
Note: If any of the selected documents haven’t been extracted yet, the app will automatically trigger extraction first. The download will only begin after the extraction is complete. This ensures that you always receive up-to-date, accurate data in your export.
The document view provides a comprehensive interface for reviewing and refining extracted data:
Left Panel: Document thumbnail previews for easy navigation of multi-page documents
Center Panel: Full document display with visual bounding boxes highlighting extracted data points
Right Panel: Structured display of extracted fields organized by logical categories (e.g., General Data, Totals)
The interface offers intuitive interactions:
Click any bounding box to highlight the corresponding field in the right panel
Click any field value to make manual edits
Click a field label (such as "Invoice Number") to navigate directly to its location in the document
If smartextract doesn't capture all the data you need, you can enhance the model directly from the extraction interface:
Click "Customize AI Model"
Select the appropriate section (e.g., General Information, Customer, Payment Details, etc..)
Click "Add New Field"
Provide a descriptive field name and optional description
Save your changes to apply the updated model
This adaptive approach ensures your extraction model continuously improves to meet your specific requirements.
This guide covers the fundamental operations of smartextract. If you require assistance with advanced features or have specific implementation questions, our support team is available to help ensure you maximize the value of your smartextract implementation.
