Document processing: stop keying in invoices and forms
Supplier invoices, purchase orders, delivery notes and forms arrive as PDFs, scans and email attachments, each in its own layout. Typing them into your systems is slow and error-prone, and fixed rules break whenever a new layout appears.
This is where AI earns its place: reading documents that do not follow one format, and passing the data on for checking.
Signs this is costing you time
- Invoices or purchase orders are typed in from PDFs or emails.
- Each supplier or customer sends documents in a different layout.
- Typing errors in amounts or references are found late.
- Documents wait in an inbox until someone has time to enter them.
Why fixed rules keep breaking
Traditional automation relies on fixed rules, which work well when every document looks the same. When layouts vary, the rules keep breaking and the work falls back to people. AI can read varied layouts, which is why we use it here and not everywhere.
How we usually fix it
We start with the cheapest change that works, and only build more when it earns its place.
Step 1: Collect documents in one place
Documents arriving by email or upload go to one intake point instead of personal inboxes.
Step 2: Read and extract with AI
AI reads each document and pulls out the fields you need, such as supplier, date, amounts and references.
Step 3: Check before it is posted
Rules and, where needed, a person confirm the data before it reaches your systems. Anything uncertain is flagged for review.
Step 4: Route it to the right system
The checked data goes into your accounting, ERP or other system, with the original document attached.
Typical documents
- Supplier invoices and credit notes
- Purchase orders and delivery notes
- Application and registration forms
- Requests and enquiries that arrive by email
Common questions
Is AI accurate enough for invoices?
AI reading is not perfect, so we design for that. Checks and a human review step catch uncertain results before anything is posted.
What happens to our documents and data?
Before anything is built, we explain what data the AI would process and which service would process it, and agree the safeguards with you.
Our documents all look the same. Do we still need AI?
Possibly not. If the layout is consistent, simpler rule-based extraction may be enough, and we will say so.
See all questions about automation, integration, cost and security
Bring this workflow to a free 30-minute review
We will pinpoint where the time is lost, outline the smallest fix that works, and agree what success looks like before any build. Vendor-neutral, with no obligation and no sales deck.