Roofing & exterior contracting
Sacramento, CA
Carbon-copy supply tickets, AIA progress billings and a constant stream of credits for over-ordered material.
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 7 trades.
From
Roofing supply houses
To: Kestovane Ridge Roofing
From
Lumber yards
To: Kestovane Ridge Roofing
From
Equipment rental
To: Kestovane Ridge Roofing
From
Roll-off waste
To: Kestovane Ridge Roofing
From
Crane & hoist
To: Kestovane Ridge Roofing
From
Sheet-metal subcontractors
To: Kestovane Ridge Roofing
From
Permit expediting
To: Kestovane Ridge Roofing
Plus 18 extra files from one building supplier
Credit memos with awkward signs and fee lines, a credit dated in a closed 2023 period, and PDFs holding more than one bill, all addressed to this company.
The pile
Invoices
Receipts
Credit memos
Vendor statements
108 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
41 of 108 were scanned, photographed, faxed or photocopied. 67 were clean files.
The traps
Material invoices arrive from supply houses on carbon-copy forms, progress billings follow the AIA application format with a nine-line summary block, and credits come back constantly for over-ordered material.
Nine lines of money, one of them owed
A progress billing in the AIA format. Only the current payment due belongs in the books this period.
The minus sign after the number
Over-ordered tile goes back to the supply house. The credit prints as 392.70- and reads as a charge if the sign is dropped.
A bigger number that is not the bill
The permit office prints the declared project valuation in the same column as the fee. It is a hundred times the amount owed.
Already paid at the counter
The total, the largest figure and the last line before the card payment are all 4,812.40. The balance is zero.
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.
108 documents sent to Kestovane Ridge Roofing, 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.
Every key field right*
Documents with every key field correct at once.
Of the 4 with a key field wrong, 2 were held for review, and 2 were posted, and the QuickBooks record matched
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
4 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.
1 of 2
Total is not the amount owed
1 held for review because a balance was still due.
1 missed: 1 posted its full total while a balance was still due, and should have been held for review.
In QuickBooks
38 posted as expenses, and every one read back from QuickBooks.
Amount
38 of 38
Tax
38 of 38
Vendor
38 of 38
Date
36 of 38
Currency
38 of 38
Kept out of the books
2 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
88 of 90 records posted to QuickBooks match the document on every field, every record type.
The 2 that do not match are shown below, with why.
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: 52 of 52 (100.0%).
Created from invoices.
100.0% match the document, traps included. From documents with no trap: 26 of 26.
Created from credit memos.
100.0% match the document, traps included. From documents with no trap: 9 of 9.
Created from receipts.
94.7% match the receipt on every field read back, lines included. On amount, tax, vendor, date and currency: 36 of 38. All 38 posted receipts were read back.
Roofing · Receipt
Went into QuickBooks wrong
Sent to Kestovane Ridge Roofing
Read right, then posted with the wrong date by a bug in our bulk submit button. The date in QuickBooks does not match the receipt.
Roofing · Receipt
Went into QuickBooks wrong
Sent to Kestovane Ridge Roofing
Read right, then posted with the wrong date by a bug in our bulk submit button. The date in QuickBooks does not match the receipt.
Roofing · Receipt
Went into QuickBooks wrong
Sent to Kestovane Ridge Roofing
A payment printed on the page was not read, so the full total posted while a balance was still due. It should have been held for review.
Vendor
The vendor on the QuickBooks record matches the vendor on the document.
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