Operations and data
Document and invoice processing
Invoices, orders, and contracts are extracted into the system. A person checks only what does not match.
The problem
PDF invoices, scanned orders, delivery notes in an email attachment. Someone has to open them, read them, and retype them into the system - and with a hundred documents a month, it is work where an error inevitably slips through from time to time.
Who it is for
- Accounting firms
- Wholesalers
- Manufacturing companies
- Back office
How it works
Document intake
Documents are collected from email, a shared folder, or upload. The type is recognized: invoice, order, delivery note, contract.
Data extraction
The necessary details are extracted from the document - supplier, company ID, amounts, line items, due date - and compared with what you already know (order, price list, directory).
Exception review
What matches goes into the system. What does not match (a different amount, an unknown supplier, a missing detail) goes to a person with the difference highlighted.
You decide
You set what may pass through automatically. At the beginning, you check everything; thresholds are relaxed only once the data shows that extraction is accurate.
What you get
- Document intake from email or a folder
- Data extraction and checking against your data
- Export to accounting or ERP
- Exception queue for manual review
Frequently asked questions
What if AI makes a mistake?
That is why AI suggests and a person decides. A new system starts in shadow mode: it sorts and suggests, but sends nothing. Then you approve each step with a single tap. Only what has proven itself in production can run on its own, and even then there is a log and a way to intervene. When facts are involved (prices, stock availability), a second step checks the output against the data source.
Where does our data go?
It depends on the solution, and we agree on it in advance. It is never done without your knowledge. In general, we send a language model only what the task needs. For email sorting, for example, addresses and phone numbers are removed before the text leaves the server. The solution proposal describes where the system runs and which models it uses.
Do we need to change the systems we use for automation?
Usually not. We connect through what you already have: APIs, product feeds, exports, email or a shared folder. For example, marketing automation at Fotobazoš runs entirely outside their website. It reads the feed and sitemap, so nothing on the website needed to change.
Does it fit your operation?
Describe how you do it today. The process analysis is free and does not commit you to anything.