Reading a quotation PDF successfully is not the same as producing data that is safe to import into ERP. Before connecting an automated workflow, test critical fields, difficult documents and the cases that require human approval. The aim is to prevent a small extraction error from becoming an incorrect transaction.

Start with a test set and independently checked answers

Include quotations from different suppliers: text-based PDFs, scanned pages, multi-page tables and revised versions. Have a business reviewer establish the correct values from the originals before comparing the AI output. Do not use the model's own output as the answer key.

A small pilot could begin with 20 documents. That is a suggested starting point, not a sample size that proves performance across the whole business. Add missing document types before drawing broader conclusions.

Six failure cases worth testing

1. Wrong units: cases, boxes, individual items or labour hours. In a hypothetical example, VND 120,000 for a box of 12 must not silently become VND 120,000 per item. Apply conversions only through an approved business rule.
2. Wrong currency or number format: do not infer VND or USD from a supplier's location. Check currency labels, separators and a separate currency field.
3. Missing or shifted line items: test page breaks, repeated table headings and descriptions spanning several lines. Compare line counts with the original, not only the total.
4. Missing information: flag an empty field for review. Do not invent payment terms or quotation validity dates.
5. Wrong version or duplicate import: a quotation number can have a revised document. Retain document identifiers and decide how revisions are handled before creating transactions.
6. Failed reconciliation: compare quantities, unit prices, discounts and totals shown in the source. A business reviewer should resolve differences; the workflow should not change numbers merely to make them balance.

A high confidence score is not a business approval

Google Cloud's Document AI evaluation guidance distinguishes precision, recall and confidence thresholds. A confidence score is not a guarantee that a particular transaction is correct. Review results by field and by the impact of a potential error.

For fields that can change the supplier or payable amount, route early pilot results to an approval queue. Automate subsequent steps only after defining acceptance criteria, exception records and a way to stop invalid data from progressing.

Keep an audit trail that supports controlled retries

• The source document and extractor version.
• The extracted value, reviewer-confirmed value and reason for any change.
• Validation results, approver and target transaction identifier.
• Retry status so resubmitting a request does not create another transaction.

Frequently asked questions

Should AI connect directly to the live ERP at the start?

Begin with draft records or a test environment and a reviewer. A successful demonstration on a few documents is not evidence that every control can be removed.

Can the pilot use real quotations?

Use only data authorized for processing in an approved tool. Remove or mask information that is unnecessary for the test and restrict access to the sample set.

Planning a document-extraction pilot? Read the Google Drive handover checklist, explore Viet Nis services or request a consultation. Start with document types, expected volume and the destination system; do not send sensitive documents through a public form. Call +84 888 728 730.

A Google Drive offboarding checklist should identify business files, establish ownership and test the incoming employee's access before the departing account is retired. Shared drives help keep team documents under organizational control. Sharing a folder in My Drive does not turn it into a Shared drive.

Why a shared folder still needs a handover

Google's documentation explains that Shared drive files belong to the organization and remain when a member leaves. My Drive uses a different ownership model. Check where documents actually live, rather than relying on the list of people who can open them.

Consider a hypothetical sales team: an account manager keeps quotations in My Drive and shares a folder with colleagues. The sales director can see it, but that alone does not establish that the business has completed a durable handover.

Five steps before retiring an account

1. Inventory by business process. List quotations, agreements, trackers and project documents. Record the URL, owner, storage location and incoming custodian. Include forms, attachments and links that colleagues actively use.
2. Classify ownership. Separate organizational files, externally owned material and personal data. Customer-owned documents require an access arrangement with their owner; not everything visible to an employee can be transferred.
3. Choose a suitable handover method. Move team material to a Shared drive where the edition, permissions and file type allow it. Ask an administrator to assess ownership transfer or retention for exceptions. Test a small set before moving many files.
4. Test as the recipient. Open existing links and confirm the required read, edit or download actions. Test external collaborators separately. A permissions list is not proof that the real workflow still works.
5. Sign off and revoke access. Have the business owner accept the inventory. IT should handle the departing account, groups and sharing permissions through the offboarding procedure, recording unresolved exceptions.

Grant the access the role needs

Google distinguishes Manager, Content manager, Contributor, Commenter and Viewer. Use the Shared drive permissions table to match access to actual work. Someone who only reads documents does not need authority to manage members.

Keep a usable handover record

• Document URL and storage location after handover.
• Incoming custodian, required permissions and test result.
• Exceptions, including external files and broken links.
• Sign-off date and the person responsible for outstanding work.

Frequently asked questions

Is sharing a My Drive folder enough?

No. Access and ownership are different. Review each set of files and confirm that the recipient can perform the necessary work.

Do Shared drives replace backups?

Shared storage should not be the entire recovery plan. Define retention, backup and restore testing for important business data.

Where should a small business start?

Pilot the checklist with one department before the next staff change. Count broken links and documents without an incoming custodian to identify unfinished work.

Need help reviewing your company's Drive structure? Explore Google Workspace services from Viet Nis or request a consultation. Include your user count, current storage setup and handover date. Call +84 888 728 730.