Document Processing Automation

Document processing automation that gets the data out of the document and into your systems

Invoices, forms, contracts, applications, statements: if your team opens a document, reads it and types what's in it somewhere else, AI can do most of that for you. It reads, extracts, checks and enters the data, and flags anything unclear for a person to review.

Find What You Can Automate See how it works

Works with documents from email, uploads, scans and shared folders.

A common starting point within business process automation. Documents are usually one step in a bigger process, and we can automate the whole thing.

Extracted and checked

Supplier
Northwind Supplies
Invoice no.
INV-20418
Due date
14 Oct
Total
4,280.00
Entered in your system

Your team is still reading documents so your systems don't have to

It's slow, it's error-prone, and it gets worse every time your volume grows.

  • Opening email attachments one by one
  • Retyping names, dates, amounts and reference numbers
  • Renaming and filing documents into the right folder
  • Checking a document against another document, or against what's already in the system
  • Chasing missing pages and missing signatures
  • Fixing the typo that caused a problem three weeks later

Which documents can be automated?

  • Supplier invoices and receipts
  • Purchase orders and delivery notes
  • Bank and card statements
  • Contracts and agreements
  • Application and onboarding forms
  • Insurance submissions, schedules and claims forms
  • CVs and candidate documents
  • Bills of lading and shipping documents
  • Certificates and compliance documents
  • Timesheets and expense claims
  • Handwritten or scanned forms (quality permitting)

If it's a document your team handles regularly, it's worth asking. We'll tell you how well AI can read it before you commit.

How does AI document processing work?

  1. Capture

    Documents arrive wherever they do today: an inbox, an upload form, a shared drive or a scanner.

  2. Classify

    AI works out what each document is: an invoice, a contract, an application form.

  3. Extract

    It pulls out the fields you need, even when every sender uses a different layout.

  4. Validate

    Rules check the data: totals add up, dates make sense, the customer or supplier exists, it isn't a duplicate.

  5. Review

    Anything the AI isn't confident about goes to a person, with the document and the extracted data side by side.

  6. Deliver

    Clean data goes into your system, the document is filed, and the next step (like an approval) is triggered.

Our process: Audit → Identify → Build → Integrate → Improve. How we work

Why AI handles documents that templates can't

Older document tools relied on OCR plus a fixed template for each layout. That works until a supplier changes their invoice or a customer fills a form in a different way.

Template-based OCR compared with AI document processing
Template-based OCRAI document processing
New layoutsNeeds a new templateHandles most layouts without setup
Unstructured text (emails, letters, contracts)StrugglesReads and understands it
Understanding contextNone. It reads characters.Knows a "due date" from an "invoice date"
Tables and line itemsOften breaksExtracts line by line
Setup per document typeHeavyLight, then improves with review feedback

This is what's often called intelligent document processing: OCR where it's needed, plus AI that understands what it's reading.

You stay in control

  • Human review where it matters.

    When the AI isn't confident, or the stakes are high, the item goes to a person to check before anything is posted.

  • Rules, not guesswork.

    We add validation checks (totals, formats, duplicates, matching against your records) on top of the AI.

  • A clear audit trail.

    Every automated action is logged: what came in, what was extracted, what changed, and who approved it.

  • Your data stays protected.

    We sign an NDA before we see your data, access is limited to what the automation needs, and we never use your data to train AI models.

Data goes straight into the systems you already use

We connect automation directly to your existing software, so your team keeps working the way they do now.

  • CRM
  • ERP
  • Accounting software
  • Email and shared inboxes
  • Databases
  • Spreadsheets
  • Document storage
  • Internal software
  • APIs
  • Communication platforms
  • Existing AI tools

No API? No problem. If your software can be reached, we can usually connect to it, and if it can't, we'll tell you before you spend anything.

Works with

  • HubSpot
  • Salesforce
  • Xero
  • QuickBooks Online
  • NetSuite
  • Microsoft 365 / Outlook
  • Google Workspace / Gmail
  • Slack
  • Microsoft Teams
  • SharePoint
  • Google Drive
  • DocuSign
  • Excel
  • Airtable
  • Monday.com
  • Zendesk
  • Power BI
  • Shopify

  • HubSpot
  • Salesforce
  • Pipedrive
  • Zoho CRM
  • Microsoft Dynamics 365

  • Xero
  • QuickBooks Online
  • Sage
  • NetSuite
  • Microsoft Dynamics 365 Business Central
  • MYOB
  • SAP Business One
  • Zoho Books
  • FreeAgent

  • Microsoft 365 / Outlook
  • Google Workspace / Gmail

  • Slack
  • Microsoft Teams
  • WhatsApp Business

  • SharePoint
  • OneDrive
  • Google Drive
  • Dropbox
  • Box
  • DocuSign

  • Excel
  • Google Sheets
  • Airtable
  • PostgreSQL
  • MySQL
  • Microsoft SQL Server

  • Monday.com
  • Asana
  • ClickUp
  • Jira
  • Notion

  • Zendesk
  • Freshdesk
  • Intercom

  • Power BI
  • Looker Studio
  • Tableau

  • Shopify
  • WooCommerce
  • Stripe

  • Zapier
  • Make
  • n8n
  • Microsoft Power Automate

  • ChatGPT / OpenAI
  • Claude
  • Microsoft Copilot
  • Google Gemini

Example: from inbox to system, with nobody retyping

Illustrative example

Before

A logistics company receives delivery documents from dozens of carriers, each in a different format. Two admins open each email, read the PDF and type the shipment reference, dates, weights and charges into their operations system. It takes most of their day, and mismatches surface weeks later during invoicing.

After

Documents arriving in the shared inbox are read automatically. The data is extracted, checked against the matching shipment, and written into the operations system. Anything that doesn't match (a weight difference, a missing reference) lands in a short review queue. The admins now handle only the exceptions.

Document processing automation: common questions

What is document processing automation?

Document processing automation uses software to capture documents, extract the information in them and send it to the right system, without someone reading and retyping each one. With AI, it can handle documents with different layouts and even unstructured text such as emails and contracts.

How accurate is AI document processing?

It depends on document quality and type. Clean digital PDFs are extracted very reliably; poor scans and handwriting are harder. That's why we combine AI with validation rules and route low-confidence items to a person. We'll test on your real documents during scoping and show you the results before you commit to a full build.

Is this document processing automation software?

No. It's a solution built and connected for you. We may use proven document AI services as part of it, but you don't have to choose, configure or maintain a tool. You get the finished workflow, running in your systems.

What happens to documents the AI can't read?

They go to a review queue with the document and the extracted fields side by side. Your team corrects or completes them in seconds, and the automation carries on from there.

Can it handle scanned and handwritten documents?

Scanned documents, yes, if they're reasonably legible. Handwriting depends heavily on quality. We'll test samples and tell you honestly what to expect.

Is our data secure?

Yes. We sign an NDA before we see any documents, access is limited to what the automation needs, every action is logged, and we never use your data to train AI models.

Which documents is your team still retyping?

Tell us what comes in and where it needs to go. We'll tell you how much of it AI can handle.

Find What You Can Automate

Free assessment. No commitment. If something isn't worth automating, we'll say so.

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