The paperwork someone re-types every morning
The information already arrived. It just arrived as a PDF.
Invoices, purchase orders, delivery notes, forms, statements and scans — read automatically, checked against your records, and posted into the system, instead of re-keyed by a person.
You will recognise at least three of these.
- Documents arrive by email, post or portal, and someone opens them one at a time.
- Key fields get typed into another system by hand, with the usual transposition rate.
- Anything that doesn't match gets set aside into a pile that has its own informal process.
- The original is filed somewhere the person who needs it later can't search.
- Volume spikes at month end, and so does the error rate.
Signals it is costing more than anyone has measured.
- You employ people substantially to move data from a document into a screen.
- Duplicate payments, missed credits or short deliveries surface weeks later.
- You can't tell how many documents are waiting, only that the pile feels big.
- Suppliers chase you about invoices that are technically "in the inbox".
- Finding the document behind a transaction takes minutes, not seconds.
What it becomes.
The document becomes structured data on arrival. Modern models read invoices, delivery notes, forms and handwritten scans reliably enough to extract the fields, and — more usefully — to check them: does this invoice match a purchase order, is the price the contracted price, has this document been seen before, does the total actually add up. Clean matches post automatically. Anything ambiguous goes to a person with the document, the extracted values and the discrepancy already highlighted, so the human spends their attention on the judgment call rather than on the typing. Confidence thresholds are yours to set, and every automated decision keeps the document, the extraction and the reasoning attached so an auditor can follow it.
What the system does
- Ingest from email, upload, scanner, SFTP or portal in one pipeline
- Field extraction from PDFs, photos and scans, including poor-quality originals
- Automatic matching against orders, contracts, price lists and prior documents
- Exception queues with the discrepancy highlighted, not just flagged
- Confidence thresholds you control — automate the easy 80%, route the rest
What it connects to
- Accounting or ERP, so an approved document posts without a second entry
- Purchasing and inventory, for three-way matching
- Document storage, with the original searchable against the transaction
- Supplier portals or email, for automated queries back to the sender
It augments the systems of record you already run. Nobody is asking you to replace your accounting package.
Where we would start, and how long it takes.
One document type — usually supplier invoices — ingested, extracted, matched and queued for exceptions, live in about a week. We measure the automation rate honestly from day one, because the number that matters is what proportion never needs a human, and that only becomes real on your documents.
Others in operations
The workflow that runs on email
“A process that only moves when somebody remembers to move it.”
Internal apps & portalsThe spreadsheet three people quietly depend on
“It was a spreadsheet. Now it's load-bearing, and it has no owner.”
Trackers & registersThe tracker nobody updates until something lapses
“You find out the certificate expired when the claim gets denied.”
Let's build
What's your AI Nirvana?
Tell us where you want to go. We'll bring the team, build the product, and grow it with you — and you own it.
- You own the IP
- US-based team
- Reply within 1 business day