The problem
Documents arrive by email, through supplier portals, and occasionally by post. Someone reads each one, extracts the relevant information, decides where it should go, and enters the data manually into the system of record. For organisations processing dozens or hundreds of documents per week, this is a significant operational cost — and a source of errors that only surface later.
Invoices get approved without the right data. Contracts miss review deadlines. Onboarding documents sit in inboxes waiting for someone to act on them.
Our approach
We combine document AI with structured routing logic to handle incoming documents without manual intervention:
- Extraction — use AI models (Azure Document Intelligence, OpenAI) to extract structured data from unstructured documents: invoice numbers, amounts, dates, counterparty names, contract terms
- Validation — check extracted data against your business rules: does this supplier exist in the system? Does this amount require approval?
- Routing — send the document and its extracted data to the right place: into your ERP, to the right approver, or into a review queue when confidence is low
- Audit trail — every document is logged with what was extracted, what decision was made, and why
The outcome
Incoming documents are processed consistently, quickly, and without manual data entry for the straightforward cases — which are typically the majority. Human review is reserved for exceptions, not the rule.
A typical outcome: processing time per document reduced from 5–10 minutes to under 30 seconds for standard cases, with a clear exception queue for the rest.