Let routine documents move until one needs a person.
Invoices, orders, contracts, applications, forms. Most of them follow the rules. The work is finding the ones that do not, and chasing everything in between.
The problem
Why it is hard today
Documents arrive by email, portal, and scan, in formats nobody controls. Someone reads each one, types the key fields into another system, and checks them against rules they carry in their head.
Handoffs are where the time goes. A document waits for approval, the approver has a question, and the answer is sitting in someone else’s inbox.
Because every document gets the same manual treatment, the routine ones take as long as the difficult ones.
Sounds familiar?
- Retyping data from PDFs into another system
- Approvals waiting because nobody knows they are pending
- Chasing people for missing information
- Rules only one person really understands
How the workflow runs
From signal to next step
- 01 / NOTICEDocument received
A new file arrives by email, upload, or integration.
- 02 / REASONChecked against rules
The agent extracts the fields, compares them with orders, contracts, or master data, and notes anything missing or inconsistent.
- 03 / ACTRouted or completed
Clean documents move to the next system. Exceptions go to the right person with the discrepancy highlighted.
Where people stay in control
Autonomous where it helps
- Uncertain fields are always shown to a person before they are used.
- Rules are written down with your team, not silently inferred by a model.
- Payments, signatures, and commitments stay with people.
Typically connects to
- Shared inboxes and portals
- ERP or accounting system
- CRM
- SharePoint or Google Drive
- E-signature and approval tools
What you see
Evidence, not a black box
The workflow shows what it noticed, why it matters, and what it proposes, inside the tools your team already uses. Every step is recorded. We agree on the measures before launch and review them with your team.
- Straight-through rate
- Share of documents that need no manual touch.
- Cycle time
- From receipt to the document landing in the next system.
- Exception mix
- Which document types and fields cause most exceptions.
- Correction rate
- How often people correct extracted values.
What the buyer sees: the invoice with every extracted field, checked against the order and the goods received.
TodayINVOICE
No. 2025-0918
Supplier A s.r.o.
Průmyslová 12, Brno
PO reference: 4502-118
Total€1,488.00
IBANCZ65 … 1234
Checked against order and goods received
| Field | Invoice | Records | Result |
|---|---|---|---|
| Supplier | Supplier A s.r.o. | Supplier A s.r.o. | |
| PO reference | 4502-118 | 4502-118 | |
| Unit price | €12.40 | €12.40 | |
| Quantity | 120 pcs | 100 received | |
| Total | €1,488.00 | €1,240.00 expected | |
| Bank account | CZ65 … 1234 | Matches supplier record |
Routed to the buyer with the quantity difference highlighted. Payment is on hold until it is resolved.
Buyer confirmed a partial delivery · credit note requested 11:40
- Invoices received today
- 312
- Posted without a touch
- 286
- Routed to a person
- 26
- Fields corrected
- 0.8%
Is it a good fit?
Not every task needs an agent
Good starting point when
- A steady volume of similar documents
- The rules can be written down
- The destination system has an API or import
Probably not yet when
- Every document is a one-off negotiation
- Only a handful arrive each week
- The rules change with every case
Start with a conversation
Does this look like your operation?
Bring one process that costs your team time. We'll help you decide whether AI fits, what to build first, and how to connect it to what you already use.