Solution
Document Processing and Automation
Turning manual data entry into a suggestion someone checks.
18 functions4 module groups5 integrations
In most companies data entry is the largest invisible line in the labour budget. Incoming invoices, delivery notes and forms are keyed in by hand, and that is where the error rate comes from. The layer we build reads the document and extracts the fields; the user only checks and approves. The principle does not move: the AI does not decide, it prepares — nothing is committed without approval.
Scope and modules18
01
Document reading
- Invoices, delivery notes, order forms and contracts
- Field extraction from identity and official documents
- Image pre-processing: perspective correction, deskew, denoise
- Validation rules and checksum verification
- Low-confidence fields flagged and referred to the user
02
Flow and approval
- Document queue, assignment and priority
- Multi-level approval hierarchy
- Three-way match: order, delivery note and invoice
- Discrepancy alerts and exception handling
03
Archive and access
- Full-text search and field-level filtering
- Version history and change log
- Permission-based access and share links
- Statutory retention periods and automatic disposal
04
AI layer
- Natural-language queries over your documents
- Draft records generated from free-text email
- Document classification and automatic routing
- Summarisation and missing-document detection
- One service layer, independent of the model provider
What it connects to05
- ERP invoice and ledger records
- E-invoicing provider inboxes
- Mail boxes and scanner output
- Document management systems and file servers
- AI model providers, or an open model on your own servers
Signs you need this system05
- 01Somebody’s whole day goes on entering invoices
- 02Entry errors surface at month-end reconciliation
- 03Paperwork sits in physical folders with no search
- 04Order, delivery note and invoice are matched by hand
- 05The same information is written on a form and into a system
Decisions to make upfront03
- 01Can documents leave the building?
- For identity, health and contract documents most companies say no. Then we build processing on a model running on your own servers: no per-API cost, and images are processed in memory and deleted without ever hitting disk.
- 02What accuracy target?
- Anyone promising 100% is wrong. The right design flags low-confidence fields and asks the user. A pilot on your real documents produces a measurable rate.
- 03Which process should go first?
- The highest-volume, most standard document — usually incoming invoices. Starting with the hardest document pushes the payoff to the latest possible point.
Sectors we have delivered in01
Frequently asked02
- Will our data be used to train models?
- It depends on the design. With a model on your own servers, data never leaves. Where an external provider is used, data is used only at request time and not included in training; we set the data-handling approach out in writing at the start.
- How is it costed?
- Two lines: development, and per-use model cost. A pilot at your real volume produces a monthly estimate. On a self-hosted setup the second line does not exist.
Let’s scope it together.
We do not quote a fixed price for undefined scope. We review your existing system and processes on site, then deliver the roadmap and a fixed-price proposal.