Orders
AI Document Upload

AI Document Upload

The AI Document Upload feature allows you to create orders instantly by uploading blueprints, technical drawings, spreadsheets, or photos containing product information. The AI analyzes your documents and automatically extracts product specifications to populate your order form.

Getting Started

Accessing the Feature

  1. Navigate to Orders → New Order
  2. Click the AI Assistant button (purple gradient button with upload icon)
  3. The AI Document Upload modal will open

Prerequisite: Your company must have AI features enabled and you must have the "AI Assistant" permission.

Supported File Types

PDF Documents

  • Formats: Standard PDF files (.pdf)
  • Best For: Blueprints, technical specifications, invoices, quotes
  • Tips:
    • Text-based PDFs provide better results than scanned images
    • Include clear dimension labels and units
    • Multi-page PDFs are supported

Images

  • Formats: JPG, JPEG, PNG, GIF, WEBP, TIFF
  • Best For:
    • Photos of existing products or installations
    • Hand-drawn sketches with dimensions
    • Screenshots of designs
    • Whiteboard drawings
  • Tips:
    • Ensure good lighting and clear visibility
    • Include rulers or scale references when possible
    • Higher resolution images produce better results

CAD Files

  • Formats: DXF (AutoCAD Drawing Exchange Format)
  • Best For: Technical drawings with precise dimensions
  • Tips:
    • Ensure layers are properly organized
    • DXF files are converted to PDF for analysis

Note: DWG files are not supported. Please convert DWG files to DXF format before uploading. Most CAD software can export to DXF.

Spreadsheets

  • Formats: CSV, XLS, XLSX (Excel)
  • Best For:
    • Material schedules
    • Bulk product lists
    • Cut lists
    • Parts lists
  • Tips:
    • Use consistent column headers
    • Include units of measurement
    • Separate data sections clearly

Upload Process

Step 1: Select Your File

You have two options to upload:

  • Drag and drop: Drag your file directly onto the upload area
  • Browse: Click the upload area to select a file from your computer

Maximum file size: 10MB

Step 2: Add Analysis Instructions (Optional)

The optional Analysis Instructions text field allows you to provide context that helps the AI understand your document better.

Example instructions:

  • "These are cabinet door dimensions"
  • "Material is 3/4 inch maple plywood"
  • "Focus on the drawer box specifications"
  • "All measurements are in millimeters"
  • "Extract only the framing dimensions from page 2"

Adding specific details significantly improves the accuracy of product matching.

Step 3: Upload and Wait

Click Upload Document to begin processing. The AI will:

  1. Read document content - Extracts text, tables, and visual elements
  2. Extract specifications - Identifies dimensions, quantities, and materials
  3. Identify requirements - Determines what products are needed
  4. Match products - Finds matching products in your catalog
  5. Generate suggestions - Creates product and line item recommendations
  6. Calculate confidence - Scores the accuracy of each match

Processing typically takes 30-60 seconds depending on document complexity.

Step 4: Review Results

After processing completes, you'll see a list of suggested products with:

Product Cards

Each detected product is displayed as a card showing:

  • Product name: The matched product from your catalog
  • Product options: Detected attributes like material, finish, etc.
  • Line items: Table of dimensions and quantities

Editing Options

For Products:

  • Click the edit icon to replace with a different product from your catalog
  • Click the X icon to flag a product as incorrect (excludes from order)
  • Click the checkmark on flagged items to restore them
  • Drag and drop products to reorder them

For Line Items:

  • Click the edit icon to modify dimension values
  • Click the flag icon to mark a line item as incorrect
  • Drag and drop line items between products

Add More Products:

  • Click Add Product at the bottom to include additional products from your catalog

Step 5: Add to Order

Once you're satisfied with the suggestions:

  1. Review all products and line items
  2. Click Add Products to Order
  3. Products are added to your order form with all details pre-filled
  4. Continue editing the order as needed

Processing Status

During upload, you'll see animated status updates:

  • "Reading document content..."
  • "Extracting technical specifications..."
  • "Identifying product requirements..."
  • "Matching with product database..."
  • "Generating product suggestions..."
  • "Finalizing analysis results..."

If processing fails, you'll see an error message with details about what went wrong.

Understanding Confidence Scores

The AI provides confidence scores (0-100%) for each match:

ScoreMeaning
80-100%High confidence - likely accurate match
60-79%Medium confidence - review recommended
Below 60%Low confidence - manual verification needed

Products with lower confidence scores should be carefully reviewed before adding to your order.

Tips for Best Results

Document Preparation

  1. Clear dimensions: Label all measurements clearly
  2. Readable text: Avoid blurry or low-resolution documents
  3. Consistent units: Use the same unit system throughout
  4. Organized layout: Structure information logically

Product Catalog

  1. Complete products: Ensure products have descriptions and attributes
  2. Standard naming: Use consistent naming conventions
  3. Attribute coverage: Define all relevant product attributes
  4. Up-to-date inventory: Keep your catalog current

Analysis Instructions

  1. Be specific: "3/4 inch oak plywood" vs. "wood"
  2. Mention units: "Measurements are in millimeters"
  3. Focus areas: "Only extract the door dimensions"
  4. Material hints: "All items are made from maple"

Troubleshooting

No Products Detected

  • Check document quality and readability
  • Ensure your product catalog has matching products
  • Try adding more specific analysis instructions
  • Verify the file format is supported

Low Confidence Matches

  • Review your product catalog for similar products
  • Add more detailed analysis instructions
  • Consider uploading a clearer version of the document

Upload Errors

  • Check file size is under 10MB
  • Verify the file format is supported
  • Ensure you have a stable internet connection
  • Try converting the file to PDF if other formats fail

Processing Timeout

  • Large or complex documents may take longer
  • Try splitting multi-page documents
  • Simplify the document if possible
  • Contact support if issues persist

Common Use Cases

Blueprint to Order

Upload architectural blueprints to automatically extract window, door, and cabinet specifications.

Cut List Processing

Upload Excel cut lists to populate drawer, panel, or component orders with exact dimensions.

Quote Recreation

Upload competitor invoices or quotes to quickly create matching orders in TimberCloud.

Photo Estimation

Take photos of existing installations to generate replacement part orders.

Sketch Conversion

Upload hand-drawn sketches with dimensions to create formal orders.

AI FeaturesNotifications