Automation
A document arrives. The data goes where it is needed.
Invoices, forms, contracts and attachments don't have to mean retyping every piece of information by hand. We build workflows that receive documents, recognise their type, read the data and route it for verification or further handling.
Scope
From a file in the inbox to structured data
Turn documents into data you can work with straight away
An invoice in an attachment, a form in PDF, a photo of a document sent by a customer. Each file contains information someone needs to take the next step. We create solutions that receive documents from agreed sources, recognise their type and read the specified data. This can include numbers, dates, amounts, counterparty details or rows from a table. We define the scope based on the documents that actually reach your company.
We pass the extracted information to a system or present it to an employee for verification. Your team can focus on checking and handling the document instead of starting by retyping every field by hand. This approach works in accounting, sales, logistics and case handling. The data becomes available in a structured form, and the source file can be linked to a customer, an order or the relevant register.
Take a document through the entire workflow in your company
Reading the content is only the beginning. A document often has to be assigned to a case, checked, approved and passed on. We design this entire flow. The system can recognise the category, verify that the required information is present, route the file to the right person and send a reminder about a pending approval. Each stage has a defined status, which makes it easier to see where a document currently is and who should take the next step.
We connect the workflow with your CRM, ERP, repository or another system used in the company. Approved data can feed a register, trigger a task or be used to prepare the next document. We also agree storage rules and access for individual roles. Instead of searching for the latest version across several mailboxes, your team uses an agreed location and handling history. The process stays clear even when someone else takes over the case.
Automate reading while keeping control over accuracy
Different page layouts, poor-quality photos and illegible scans affect how well data can be read. That is why we start work with a representative sample of documents. We check which information can be reliably extracted and which cases need additional checks. We prepare rules for data completeness and consistency. A document with a missing field or an ambiguous result can go to a verification queue instead of automatically moving on to the next system.
The employee sees the source material and the extraction result, which makes checking and correcting easier. During the pilot we assess the accuracy of key fields, handling time and the number of exceptions. On this basis we extend the process to further document types. You know which parts of the workflow run automatically and where human judgement is still needed. You can gradually reduce manual work while keeping control over the information used in later decisions.
Process
How we teach the system to handle your documents
Document sample
We analyse the types, formats, quality and expected data fields.
Verification rules
We define the required information, exceptions and approval rules.
Reading and integration
We build the processing and the transfer of data to the target system.
Quality test
We check the accuracy of individual fields on an agreed sample.
Launch with oversight
We launch the workflow and monitor the share of cases that need verification.
FAQ
Questions before you start a project
Don't see your question? Write to us - we'll be happy to answer.
Will the system read every scan without errors?
No. Quality depends on legibility, layout and document type. That is why we assess the results on a representative sample and plan for manual verification.
Can different document templates be handled?
Yes. This requires defining the document types, the fields needed and the validation method. New formats are worth testing before they are added to the automated workflow.
Does automation replace legal or accounting judgement?
No. It can read data, prepare material and check agreed rules. Decisions that require interpretation should go to the person responsible.
What else we can combine with this project
How many times is the same data retyped from a single document?
Describe the types of documents, the monthly volume and the target system. To begin with, examples with confidential data removed are enough.
- Scope tailored to your goal
- Delivery split into stages
- Room for further development