Documents & administrative workflows
Turn incoming forms, invoices, orders, and documents into organized records and review queues. Keep a link to the original information so staff can check the result.
Practical examples for your business.
01
Purchase order PDF → sales order
The document is read, lines are matched to your part numbers, and a draft sales order is created. Lines the software isn't sure about are highlighted for a person.
The problem: Customer POs arrive as PDFs in many layouts and are typed into the ERP.
02
Vendor invoice → bill
Invoice details are extracted, compared with the PO and receipt, and entered as a draft bill. Mismatches are flagged for review.
The problem: Vendor invoices are keyed into accounting and checked against the PO by hand.
03
Shipping documents → order record
Key fields are extracted and attached to the order, and a signed delivery document can start the invoice.
The problem: Bills of lading and proof-of-delivery documents are filed, but their details are retyped.
A practical approach
Connect the tools your team already uses.
The right starting point depends on your people, information, and business goals. We agree the scope together.
- Common systems: Azure AI Document Intelligence, Google Document AI, AWS Textract, ABBYY, Rossum, Nanonets
- Extract fields and line items from PDFs, scans and email attachments
- Match extracted data against your ERP or accounting records
- Send low-confidence results to a review queue
- Test on a sample of your real documents before building
- Agree on data access and review steps before implementation
- Define a clear scope, price, and handoff together
Systems around the workflow
Build around your existing document ai tools.
Read purchase orders, invoices and shipping documents automatically, with a person checking anything unclear. We identify the source of truth, permitted access, field mapping, and a safe way to handle failed or repeated requests.
- Azure AI Document Intelligence
- Google Document AI
- AWS Textract
- ABBYY
- Rossum
- Nanonets
The records and rules
Start with one document family and representative samples. Define required fields, source references, approved matching records, and downstream draft destinations.
The staff decisions
Send uncertain fields and unmatched records to staff. Do not treat a confident-looking extraction as approval to post, pay, or release a business record.
What the pilot should prove
Compare extracted fields with the originals. Test unfamiliar layouts, missing values, totals, duplicates, poor-quality scans, and recovery from destination failures.
When a connection fails
Keep a traceable record of what was requested, what completed, and what needs review. Agree retry limits, duplicate protection, staff fallback, and the owner who resolves a failed update before launch.
Everyday business, practical AI
See the complete workflow.
These are proposed implementations we can scope around your business. Explore the steps, the staff decisions, and a sensible first pilot.
Accounting & office teams
Invoice intake and reconciliation
Reduce repetitive invoice entry by extracting fields and comparing them with known suppliers, purchase orders, and prior invoices. Give staff a draft they can check against the original document.
Accounting & office teams
Invoice intake and reconciliation
Reduce repetitive invoice entry by extracting fields and comparing them with known suppliers, purchase orders, and prior invoices. Give staff a draft they can check against the original document.
From request to completion
- 1An invoice arrives in the agreed mailbox or upload location.
- 2The document workflow extracts supplier, invoice number, dates, amounts, and line items.
- 3Rules compare the result with supplier records, purchase orders, totals, and possible duplicates.
- 4Uncertain fields and mismatches go to a reviewer alongside the original invoice.
- 5The approved draft is saved in accounting; payment remains under the existing authorization process.
Your team stays in control
Keep duplicate checks, approval limits, and reconciliation. Flag bank-detail changes for separate verification and preserve the original document.
What connects
Invoice mailbox, document storage, supplier master data, purchase orders, and accounting.
A practical first pilot
Test a representative set of supplier formats and create drafts only until staff verify extraction and matching.
How to evaluate it
Track entry time, exception rate, duplicate detection, and agreement between approved records and source documents.
Manufacturing & distribution
Purchase orders into reviewed sales orders
Convert customer purchase orders into structured drafts. Match customers, parts, quantities, and agreed pricing against the ERP rather than letting AI invent missing product or commercial details.
Manufacturing & distribution
Purchase orders into reviewed sales orders
Convert customer purchase orders into structured drafts. Match customers, parts, quantities, and agreed pricing against the ERP rather than letting AI invent missing product or commercial details.
From request to completion
- 1A purchase order arrives through the designated intake channel.
- 2The workflow extracts customer references, item lines, quantities, and requested dates.
- 3ERP lookups validate customer identities, part numbers, units, and applicable prices.
- 4Mismatches and unsupported items enter an exception queue for customer service.
- 5An authorized employee approves the sales-order draft and the system records its source and outcome.
Your team stays in control
Require review of price discrepancies, unknown items, and delivery commitments. Prevent duplicate order creation when messages are retried.
What connects
Customer order intake, document processing, ERP master data, and sales-order review queue.
A practical first pilot
Start with a few repeat customers and known part formats; reconcile every draft against the original before increasing volume.
How to evaluate it
Review order-entry time, first-pass match rate, corrections, and time spent resolving exceptions.
Implementation, end to end
A working process your team can operate.
01
Understand the current work
Walk through a real request with the people doing the job. Identify the source records, decisions, bottlenecks, and exceptions before choosing software.
02
Build a useful pilot
Define a limited starting scope and create a working version. Test representative requests alongside difficult cases, missing data, and failed connections.
03
Launch with clear ownership
Agree access, approval steps, acceptance checks, and a release plan. Show staff how to use the system, review exceptions, and contact the responsible owner.
04
Maintain and improve
Provide the agreed documentation and handoff. Review usage, operating costs, and issues; define support coverage and future changes in the engagement.
Connect the rest of the workflow.
Data foundations & AI readiness
Organize the data and knowledge behind a priority workflow. Identify authoritative sources, clean up agreed records, document ownership, and prepare searchable information or reliable reporting inputs before adding more automation.
Before we begin
The questions that shape your project.
Bring the business problem. We can help translate it into a practical technical plan.
Can you work with our existing software?
We review the systems you use, available APIs or supported imports, subscription requirements, and access permissions. The scope identifies which connections can be implemented and which need an alternative.
What do you need from our team?
A process owner, examples of the current work, and access to the systems included in the scope. Your staff help confirm the business rules, review a pilot, and decide whether the result is ready to use.
How are cost and success agreed?
The proposal defines deliverables, assumptions, responsibilities, acceptance checks, and pricing. Third-party subscriptions and usage costs are identified separately. We choose meaningful measures from your existing process rather than promise an untested result.
What happens after launch?
The agreement defines code and account ownership, documentation, training, deployment responsibilities, and any ongoing support. Staff get a clear way to handle failures and requests for changes.
Let’s talk about what you want to improve.
A short conversation can help you decide where AI and better systems would make a useful difference.