Staff type data from documents
Hours every week go to opening PDFs and forms and typing the details into another system, one field at a time.
Document & data automation
From PDFs and Forms to Clean, Usable Data
We build automations that read your PDFs, forms, invoices and other documents, pull out the information you need, check it against your rules, and send it into the right system, with a person reviewing anything unclear.
How it flows
Automated
- Document arrives Email, upload or scan
- Details extracted Names, dates, totals
- Checked Rules and review
- Saved in your system Ready to use
Overview
What This Service Does
Many businesses receive information as documents: invoices from suppliers, application forms from customers, receipts, contracts, shipping papers. Someone has to open each one, read it, and type the important details into the accounting software, CRM or a spreadsheet. It is slow, boring work, and small typing mistakes can cause real problems later.
Document and data automation does the reading and typing for you. Documents are collected automatically from an email inbox, upload form or shared folder. AI reads each one and pulls out the details you need, such as names, dates, amounts and line items, even when the layout differs from document to document. The data is checked against your rules, anything unclear is sent to a person to confirm, and the approved data is saved in your system.
Problems this solves
Does This Sound Like Your Business?
Manual entry causes errors
A wrong amount, a swapped digit or a missed field leads to rework, payment problems and unhappy customers.
Every document looks different
Invoices and forms come in many layouts from many senders, which makes simple templates and rules break.
Data is stuck in attachments
Important information sits in email attachments and folders instead of the systems where your team needs it.
How it works
How It Works in Practice, Step by Step
This is what happens behind the scenes once the automation is live. You set the rules once; the system follows them every time.
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1
Documents are collected
Documents are picked up automatically from a dedicated email address, an upload form on your website, or a shared folder. Scanned paper documents work too, as long as they are readable.
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2
The important details are extracted
AI reads each document and pulls out the fields you care about, for example supplier name, invoice number, dates, amounts, line items, names or addresses.
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3
The data is checked
Rules check that totals add up, dates make sense, required fields are filled in and the document has not been processed before.
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4
A person reviews anything unclear
If the system is not confident about a value, or a rule fails, the document goes into a simple review screen where a person checks and corrects it.
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5
Data is saved and the file is filed
Approved data is sent into your accounting software, CRM, database or spreadsheet, and the original document is renamed and stored in the right folder.
Example use cases
How a Business Could Use It
Examples of what we can build for different types of businesses. Every project is designed around the client’s own process and tools.
Accounting firm
- Before
- Staff typed details from client receipts and invoices into bookkeeping software, especially busy before tax deadlines.
- What we build
- Clients upload or email their documents. The details are extracted, matched to the right client, checked and prepared as draft entries. Unclear items are flagged for review.
- What changes
- Staff spend their time reviewing and advising instead of typing.
Logistics company
- Before
- Shipping documents arrived by email in many formats and were re-typed into the shipment system.
- What we build
- Documents are read automatically, key details like shipper, consignee and weights are extracted and a shipment record is created for a person to confirm.
- What changes
- Shipments are entered faster and with fewer mistakes.
HR team
- Before
- New hire forms were filled in on paper or PDF and copied into the HR system by hand.
- What we build
- Forms are collected through an upload link, the details are extracted into the HR system, and missing documents trigger an automatic reminder.
- What changes
- Onboarding paperwork is complete and organized before day one.
What we can automate
Tasks This Can Take Off Your Plate
- Reading invoices, receipts and bills
- Extracting details from application, intake and order forms
- Processing documents that arrive as email attachments
- Checking totals, dates and required fields
- Spotting duplicates and missing information
- Sending clean data to accounting, CRM, databases or spreadsheets
- Sorting documents by type and filing them with clear names
- Requesting missing documents or information by email
- Creating a daily summary of what was processed and what needs review
You choose which of these you need. We start with the tasks that save your team the most time.
What your business gets
The Benefits
Less manual typing
Your team checks data instead of typing it from scratch.
Fewer data errors
Automatic checks catch problems before they reach your systems.
Faster processing
Documents are handled as they arrive, not when someone finds time.
Organized records
Every document is filed in the right place with a clear name.
Results depend on your process, tools and volume. During the assessment we explain what is realistic for your business.
Development & implementation
From First Call to Launch
Each stage has a clear outcome, and nothing moves forward without your approval. Here is what we do, and what we need from you, at every step.
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Step 1
Discovery call
You show us the types of documents you handle, how many you receive and where the information needs to go.
Your part: Tell us roughly how many documents you handle each week or month.
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Step 2
Sample review
We study a set of your real documents and agree which fields matter and what the rules for checking them are.
Your part: Send us a sample of real documents, with sensitive details removed if you prefer.
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Step 3
Build and connect
We build the extraction, the checks, the review screen and the connection to your systems.
Your part: Give us access to the destination system, using accounts you own.
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Step 4
Accuracy testing
We test with a larger set of your documents, measure how often the results are correct, and tune the setup.
Your part: Review the test results and confirm the review rules.
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Step 5
Launch and review
We go live with a human review step in place, then reduce manual checks only where results are consistently reliable.
Your part: Let us know about new document types or changes in layout.
Why custom
Built Around How Your Business Works
Your documents are not the same as anyone else’s. They come from your suppliers and customers, in their layouts, and your team checks them in its own way. We build the extraction and checks around your real documents and your existing systems, and we keep a human review step where accuracy matters, instead of forcing you into a one-size-fits-all scanning tool.
Your rulesThe automation follows the way your team already makes decisions.
Your toolsWe connect what you already use, so nobody has to learn a new system.
Your people in controlYou decide which steps run on their own and which need a person.
Getting started
What We Need From You, and What Happens Next
You do not need a technical brief. A clear picture of how the work is done today is enough to start.
Helpful to have ready
- Examples of the documents you want to process (10 to 20 is a good start)
- The list of fields you need from each document type
- Where the data should go (accounting software, CRM, database or spreadsheet)
- Any checks your team does today, such as matching totals or purchase order numbers
- Who should review documents the system is unsure about
- Any privacy or compliance rules you need to follow
Don’t have all of this yet? That’s fine. We can work it out together on the first call.
When you contact us
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Book a free call
Pick a 30-minute slot in your time zone, or message us on WhatsApp.
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Tell us about the task
On the call we ask how the work is done today and which tools you use. No preparation is needed.
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Get an honest assessment
We tell you what can be automated, the approach we recommend, and a timeline and quote.
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You decide
There is no obligation. Work only starts if you approve the proposal.
FAQ
Frequently Asked Questions
Still have a question? Book a call and ask us directly.
Ask on a callIt depends on document quality and layout. We test on a sample of your real documents before launch and keep a human review step for anything the system is not confident about.
Clear scans and neat handwriting can often be read. Faint, blurry or messy documents are harder, so we test with yours and send unclear ones to a person.
We design the workflow so data stays in systems and accounts you control, with access limited to what is needed. Tell us about any rules you must follow, such as HIPAA or PIPEDA, during the assessment so we can plan around them.
Most systems with an API or import option, such as accounting software, CRMs, databases and spreadsheets. We confirm your setup during the assessment.
New document types can be added. We review a few examples and update the setup.
At the start, yes, for anything the system is unsure about. Over time, as results prove reliable, the amount of checking usually goes down.
Free consultation
Discuss your project
Book a free 30-minute call in your time zone. Tell us about the process you want to improve, and we will tell you honestly what is possible.
Free consultation
Let’s Talk About Your Automation
Start with one process. We will assess it for free and give you a clear plan, timeline and quote.