Who it’s for: Businesses with 20–200 staff that handle a steady flow of invoices, forms or contracts
AI document processing for invoices, forms and contracts
Reads supplier invoices, purchase orders, forms and contracts, checks them against your rules and flags exceptions for a person to decide.
The problem
Someone in your business reads the same kinds of documents every day: supplier invoices, purchase orders, application forms, contracts. They key in the details, compare them with another record and chase the ones that don’t match. It is slow, it is easy to get wrong when the pile is high, and a generic AI summary doesn’t help because nobody can see where each answer came from.
What we build
- A workflow that reads each document and pulls out the fields you care about, such as supplier, amounts, dates, line items and terms
- Checks against your own rules or records, for example a purchase order, a vendor list or a contract checklist
- A review queue where a person sees each exception, with the reason, and decides what happens next
How it works
Your rules become the checks
We write down what a correct document looks like with the person who normally checks them: tolerances, required fields, approved suppliers, standard terms. Nothing is judged against a generic standard.
A document arrives
By upload, a shared inbox or your accounting or document system. We confirm the options for your systems during discovery, before we quote.
Extract and check
The system reads the document, extracts the fields and runs each check. Results are structured: the item, a risk level, the rule applied and where on the document it came from. Anything it cannot read or support is flagged, not guessed.
A person decides
Someone works through the exceptions in a review queue and approves, corrects or rejects each one. Approved results can go to your accounting or document system, where it supports that. We confirm the options during discovery.
What it looks like
Illustrative example of document checks for a fictional supplier invoice. A unit price on line 3 differs from the purchase order and is rated high. The supplier ABN matches the vendor record and the GST amount is 10 per cent of the subtotal, both rated low.
What you receive
- The working document workflow, connected to where your documents arrive
- Your rules written as checks, which you own and can change
- A test set of past documents, with results against it
- A one-page system description: what it reads, what it flags, where a person reviews and where it runs
- Training for the people who will use it, and a runbook
How we check accuracy
- A test set of your own past documents, checked by the person who would normally do the work
- A pass mark agreed with that person before go-live
- A shadow run alongside your usual process before anyone relies on it
- Regular quality checks against the same test set, reported to you
What changes
- Routine documents are read and checked the same way every time, whoever is on shift
- People start from a list of exceptions with reasons instead of a pile of paper
- A clear record of what was flagged and what a person decided
What stays with you
Every approval, payment and decision about a supplier or customer. The system flags and a person decides.
In practice
We build document processing around your rules, not ours. The system is designed to make routine checking faster and more consistent, and to show its working so each flag can be checked in seconds.
It doesn’t replace the person who knows your suppliers and customers. It does the reading and comparing, and brings them the cases that need judgement.
Each build is fitted to your documents, your systems and the way your team already records exceptions.
Questions
Which documents work best?
High-volume documents that follow a fairly standard pattern, such as supplier invoices, purchase orders and application forms. We confirm the fit during discovery.
Can it use our own rules?
Yes. Your tolerances, approved lists and required fields become the checks, and each flag names the rule it relates to.
Does it pay or send anything?
No. It prepares results for a person. Nothing is paid, approved or sent unless a person does it.
What if it misses something?
A person reviews the output until you decide otherwise. We measure misses on your test set before go-live and report on them regularly, so you know how far to rely on it.
Is this part of the retainer?
Yes. It’s one of the processes we can take on in a month, or a fixed-scope build if you prefer.
Where are the documents processed?
For client engagements we build on AWS in Australia (Sydney region where available); any exception only with your written agreement.
Related
Inbox and enquiry triage
Sorts shared inboxes and web enquiries, pulls out the key details, routes each one to the right person and drafts a reply for them to approve.
Sort, route and draft replies
Report and summary drafting
Drafts weekly and monthly reports from your own systems, with every line linked to its source and anything unsupported flagged for review.
Drafts with every source linked