Smartsheet - Azure AI Document Intelligence Integration and Automation

Common Integration Use Cases Between Smartsheet and Azure AI Document Intelligence

1. Invoice intake and approval tracking

Data flow: Azure AI Document Intelligence ? Smartsheet

Accounts payable teams can use Azure AI Document Intelligence to extract invoice fields such as vendor name, invoice number, amount, due date, and line items from PDFs or scanned documents. The extracted data is then written into a Smartsheet intake sheet where finance teams can review exceptions, route approvals, and track payment status.

• Reduces manual invoice entry and rekeying errors
• Creates a visible approval queue for finance and procurement
• Supports faster cycle times and better payment control

2. Contract and agreement review workflow

Data flow: Azure AI Document Intelligence ? Smartsheet

Legal and procurement teams can extract key terms from contracts, such as renewal dates, termination clauses, supplier names, and signature status, and push them into Smartsheet for review and renewal tracking. Smartsheet can then assign tasks to stakeholders, trigger reminders, and maintain a central register of active agreements.

• Improves visibility into contract obligations and deadlines
• Helps teams avoid missed renewals and compliance gaps
• Supports cross-functional review across legal, finance, and operations

3. Project document intake for implementation programs

Data flow: Azure AI Document Intelligence ? Smartsheet

For implementation or onboarding projects, teams can extract data from customer forms, statements of work, or intake packets and automatically create or update project records in Smartsheet. This allows project managers to standardize intake, assign tasks, and launch work faster with fewer manual handoffs.

• Speeds up project kickoff and resource assignment
• Ensures consistent capture of required project details
• Improves coordination between sales, delivery, and operations teams

4. Field service or inspection form processing

Data flow: Azure AI Document Intelligence ? Smartsheet

Organizations that collect inspection reports, site surveys, or service forms can use Azure AI Document Intelligence to extract structured data from submitted documents and load it into Smartsheet for tracking and follow-up. Operations teams can monitor completion status, exceptions, and corrective actions in one place.

• Eliminates manual transcription from field documents
• Creates a centralized log of inspections and service outcomes
• Supports faster escalation of issues and remediation tasks

5. Vendor onboarding and compliance tracking

Data flow: Azure AI Document Intelligence ? Smartsheet

Procurement teams can extract information from vendor onboarding packets, tax forms, insurance certificates, and compliance documents, then store the results in Smartsheet for review and tracking. Smartsheet can manage missing-document follow-ups, approval status, and onboarding milestones.

• Improves supplier onboarding consistency
• Reduces risk from incomplete compliance documentation
• Provides a clear workflow for procurement and legal teams

6. Marketing asset request and production tracking

Data flow: Smartsheet ? Azure AI Document Intelligence ? Smartsheet

Marketing teams can use Smartsheet to manage creative requests and campaign timelines, while Azure AI Document Intelligence extracts data from submitted briefs, release forms, or content approvals. The extracted information can be used to populate task sheets, validate required fields, and keep production work moving without manual review of every document.

• Improves intake quality for campaign and creative requests
• Reduces delays caused by incomplete forms or approvals
• Helps marketing operations maintain visibility across multiple campaigns

7. Exception handling for document-driven workflows

Data flow: Azure AI Document Intelligence ? Smartsheet

When document extraction confidence is low or required fields are missing, Azure AI Document Intelligence can flag exceptions and send them into a Smartsheet queue for human review. Operations teams can assign owners, resolve missing data, and track exception resolution to completion.

• Creates a controlled process for document exceptions
• Improves data quality before downstream processing
• Supports auditability and accountability across teams

8. Portfolio reporting from document-based work intake

Data flow: Azure AI Document Intelligence ? Smartsheet

Organizations managing high volumes of document-based work, such as claims, applications, or requests, can extract intake data with Azure AI Document Intelligence and consolidate it in Smartsheet for portfolio-level reporting. Leaders can monitor throughput, aging, bottlenecks, and SLA performance across teams.

• Provides operational visibility into document-heavy processes
• Enables better workload balancing and prioritization
• Supports management reporting and continuous improvement