Supported Document Types

Smart Upload recognizes and extracts data from a wide range of equine and farm documents. This page details what fields are extracted from each type and what records are created when you confirm the extraction.

Horse Documents

Coggins (EIA Test)

Extracted fields: Horse name, test date, result (negative/positive), lab name, accession number, expiration date, veterinarian, horse description (breed, color, sex, age, markings)

Records created: Document record + medical record with expiration date. The expiration generates a calendar reminder so you know when to schedule the next test.

Registration Papers

Extracted fields: Registered name, barn name, breed, color, sex, date of birth, registration number, sire, dam, breeder, registry (AQHA, APHA, Jockey Club, etc.)

Records created: Document record. Optionally, you can create a new horse record pre-filled with all the extracted identity data. If the horse already exists, the extraction data can update missing fields.

Health Certificate (CVI)

Extracted fields: Horse name, issue date, expiration date, veterinarian, origin, destination, purpose of travel, health status, USDA accreditation number

Records created: Document record with expiration tracking. Essential for interstate travel and show entries.

Brand Inspection

Extracted fields: Horse name, inspection date, brand description, brand location, inspector, state

Records created: Document record.

Genetic Test

Extracted fields: Horse name, test date, lab, test type (parentage, color, disease panel), results, markers

Records created: Document record with test results stored for reference.

Insurance Policy

Extracted fields: Horse name, policy number, insurance company, coverage type, effective date, expiration date, premium amount, coverage amount

Records created: Document record with expiration tracking. Generates calendar reminders before the policy lapses.

Transfer and Legal Documents

Purchase Agreement

Extracted fields: Horse name, buyer, seller, purchase price, date, terms, conditions

Records created: Document record. Optionally creates an expense record for the purchase price.

Bill of Sale

Extracted fields: Horse name, buyer, seller, sale price, date, horse description

Records created: Document record.

Lease Agreement

Extracted fields: Horse name, lessor, lessee, start date, end date, terms, monthly fee

Records created: Document record with expiration tracking for the lease end date.

Liability Waiver

Extracted fields: Participant name, date signed, activity type, facility name

Records created: Document record.

Farm-Level Documents

Business License

Extracted fields: Business name, license number, issue date, expiration date, issuing authority

Records created: Farm-level document record with expiration tracking.

Farm Insurance

Extracted fields: Policy number, insurance company, coverage type, effective date, expiration date, premium amount

Records created: Farm-level document record with expiration tracking.

Tax Documents

Extracted fields: Tax year, document type (1099, Schedule F, receipt), amounts, payer/payee

Records created: Farm-level document record.

Boarding Contract

Extracted fields: Boarder name, horse name, start date, monthly rate, terms, facility rules

Records created: Document record linked to the relevant horse if identified.

Receipts and Invoices

Extracted fields: Vendor name, date, total amount, line items (description + amount for each), payment method, category suggestion

Records created: Expense record with the amount, vendor, date, line items, and suggested category pre-filled. You select the horse (or mark as farm-level) and confirm.

When Classification Is Uncertain

If the AI can't confidently identify the document type (below the 0.5 confidence threshold), it falls back to a generic extraction. This captures whatever text and data it can find and presents it for you to classify manually. You can select the correct document type and the AI will re-extract using the type-specific template.