HVAC & plumbing services
Reno, NV
A pile of small counter receipts, refrigerant tracked by the cylinder and fleet fuel on one consolidated statement.
The setup
The company and its vendors are made up. It still has its own QuickBooks company, its own local sales tax, and documents written the way this trade writes them.
Its own QuickBooks company
Nobody approved or corrected anything along the way. A document held for review stayed held, so every result is exactly what was read.
Vendors in 8 trades.
From
HVAC wholesalers
To: Tolvanrie Heating & Plumbing
From
Plumbing wholesalers
To: Tolvanrie Heating & Plumbing
From
Refrigerant & gas
To: Tolvanrie Heating & Plumbing
From
Tool suppliers
To: Tolvanrie Heating & Plumbing
From
Fleet fuel cards
To: Tolvanrie Heating & Plumbing
From
Uniform & linen
To: Tolvanrie Heating & Plumbing
From
Dispatch software
To: Tolvanrie Heating & Plumbing
From
Backflow testing
To: Tolvanrie Heating & Plumbing
The pile
Invoices
Receipts
Credit memos
Vendor statements
110 documents in 107 PDF files. The 5 vendor statements list invoices that were also sent, so the right number of new bills from them is zero.
38% arrived as paper
42 of 110 were scanned, photographed, faxed or photocopied. 68 were clean files.
The traps
Technicians buy at the counter several times a week, so the pile is mostly small card receipts rather than bills on terms. Refrigerant is tracked by cylinder, and fleet fuel arrives as one consolidated statement.
Tax already inside the lines
The receipt prints the tax for information only. The total equals the subtotal, and adding tax on top overstates the expense.
Refrigerant by the cylinder
Each cylinder carries its own serial number and weight, so one line on the page is really an inventory record.
One statement for the whole fleet
Fuel for every van arrives as a single consolidated statement with a line per vehicle.
Negatives in parentheses
A warranty return written as (56.82). Drop the parentheses and a credit becomes a charge.
Excerpts drawn in the shape of this industry's documents, with invented names. The full test kit carries 18 kinds of difficulty across all five businesses. See every one
The results
Measured in two places, across every document in the test. Inside DocStreamAI: what kind of document each one is, what was read off it, and whether it made it from the email, each checked against the answer key written for every document. Then in QuickBooks: whether the record that landed matches. Receipts also have their own section.
110 documents sent to Tolvanrie Heating & Plumbing, in 107 PDF files, each scored against its answer key. Scored October 2, 2026. Receipts are in these figures too, and have their own section below.
Document type
Invoice, receipt or credit memo identified correctly, and vendor statements kept out of the books.
Of the 2 not classified correctly, 2 were held for review
Every key field right*
Documents with every key field correct at once.
Of the 7 with a key field wrong, 4 were posted, and the QuickBooks record matched, and 3 were held for review
Fields read correctly
Values read correctly off the page, every field pooled.
Reached processing
Documents that reached DocStreamAI from the email and were handled: a record for each bill, receipt and credit, and none for a vendor statement.
Vendor statements
Statements where nothing was created, the correct result.
* Line descriptions, quantities and unit prices count as lower severity and are left out of this figure. QuickBooks records each line by its amount, so a wrong quantity or unit price does not change what lands in the books.
Receipts
40 receipts, from the inbox to the books
Measured on their own. Each one was checked against its answer key, and every one that posted was read back from this company's QuickBooks.
Reading the receipt
Reached DocStreamAI and read
Read as a receipt
Every key field right
Every field right, line items included
Traps
5 of 5 caught
1 of 1
Not in dollars
1 read in their own currency and kept out of these US dollar books.
1 of 1
A bigger, unrelated number
The stray figure was never taken for the total.
1 of 1
Vendor spelled another way
Booked to the same vendor however the name was written.
2 of 2
Total is not the amount owed
1 held for review because a balance was still due, and 1 paid in full and posted for the full total.
In QuickBooks
35 posted as expenses, and every one read back from QuickBooks.
Amount
35 of 35
Tax
35 of 35
Vendor
35 of 35
Date
35 of 35
Currency
35 of 35
Kept out of the books
5 of 40 never posted, so nothing wrong reached QuickBooks.
Where every receipt ended up
Every receipt is counted once, in one of these. Passed means right from the email to the QuickBooks record.
Where it went wrong
In QuickBooks
What landed in the books
The record in QuickBooks matches the document, field by field, per record type.
Every record posted
80 of 80 records posted to QuickBooks match the document on every field, every record type.
Documents with no trap
100.0% of bills and vendor credits posted to QuickBooks with every field matching the document.
Bills and vendor credits, traps included: 45 of 45 (100.0%).
Created from invoices.
100.0% match the document, traps included. From documents with no trap: 22 of 22.
Created from credit memos.
100.0% match the document, traps included. From documents with no trap: 9 of 9.
Created from receipts.
100.0% match the receipt on every field read back, lines included. On amount, tax, vendor, date and currency: 35 of 35. All 35 posted receipts were read back.
Vendor
The vendor on the QuickBooks record matches the vendor on the document.
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