AI document processing that ends the retyping.
Every month end, someone retypes invoices and delivery notes field by field, and a template has to be rebuilt whenever a supplier changes its layout. We build document pipelines that read them in any layout, check them against your own data and send clean fields into your ERP or CRM. Anything uncertain goes to a person, with the field highlighted and the reason next to it.
Today
- PDFs and scans retyped, field by field
- A template to rebuild each time a supplier changes layout
- Errors found at month end, or by the customer
- A pile that grows as soon as someone is on leave
With document AI
- Fields read from any layout, scans and photos included
- Each value checked against your orders and master data
- Only doubtful fields reach a person, highlighted
- Clean data in your ERP, linked to its source page
What is AI document processing?
AI document processing, also called intelligent document processing, turns documents into data your software can use. It reads PDFs, scans, photos and emails, works out what kind of document it has, and pulls out the fields that matter. Those fields are checked against your rules and records before they reach your systems. When a field cannot be read with confidence, a person gets it.
Classic OCR reads characters. It needs a template for each layout and breaks when a supplier moves its logo. A language model reads a document the way a person does: it finds the total wherever it sits, understands a table that runs over two pages, and tells a delivery note from an invoice without being told.
An extracted value that nobody checks can still post a wrong amount to the ledger. Every pipeline we build checks as it reads. Do the lines add up to the total? Does the purchase order exist, is it the right customer, is the date plausible? Your team can then file the data without opening the document a second time.
The paperwork your team will stop retyping.
Six kinds of documents that land in almost every company. Any one of them makes a good first pipeline.
Supplier invoices
BeforeAccounts payable keys in each invoice, then checks it against the order and the delivery.
AfterInvoices are read, matched with the order and the receipt, and only the gaps reach a person.
Customer orders
BeforeOrders arrive as PDFs, scans or email text, and someone enters them by hand.
AfterEach order is read, its references and prices checked, and it lands in the ERP ready to approve.
Delivery notes
BeforeSigned notes pile up, and disputes start because nobody can find the right one.
AfterEach note is read, attached to its order, and any reservation written on it is flagged.
Contracts
BeforeDates, amounts and renewal terms live in PDFs that nobody rereads before it is too late.
AfterKey terms are extracted into a register, with an alert before each deadline.
Customer files
BeforeOnboarding stalls on forms, IDs and certificates checked one by one.
AfterEach file is checked for completeness and consistency, and the customer is told what is missing.
Supplier certificates
BeforeInsurance and compliance certificates expire without anyone noticing.
AfterCertificates are read, their end dates recorded, and renewals requested in time.
Template OCR, ready-made tool or custom document AI?
Which one fits depends on how many layouts you receive and how strict your checks need to be.
| Criterion | Template OCR | Ready-made IDP tool | Custom document AI |
|---|---|---|---|
| A supplier changes its layout | A new template to build | Often handled, for the document types it supports | Read without a template |
| Documents it knows | Those with a template | A catalog of common types | Yours, in-house forms included |
| Checks against your data | No | Basic rules | Your rules, your orders, your master data |
| Feeds your software | An export file | Standard connectors | Built for your systems |
| Doubtful fields | Rarely flagged | A confidence score | Flagged with the reason, sent to the right person |
| Where documents are processed | Depends on the product | Usually the vendor’s cloud | EU cloud, private cloud or your servers |
| Best for | A few stable layouts | Common documents, standard flow | Varied documents, specific rules |
How your first pipeline goes live.
Week 1
Gather your real documents
We collect a sample of your documents, the worst ones included, and list the fields and rules that matter. You get a one-page scope and a fixed price.
Weeks 2 to 3
Build reading and checks
Extraction, business rules and the connection to your software are built together, on your documents only.
Weeks 4 to 5
Measure on your archive
We run it on past documents your team already entered and compare, field by field. You see the results before anything goes live.
Week 6
Go live with a review screen
Doubtful fields go to a simple review screen. As the pipeline proves itself, fewer documents need a look. A dashboard shows what went through.
Why two document AI projects rarely cost the same.
A clean PDF invoice and a phone photo of a handwritten delivery note take very different work. The factors below set the price, and we fix your scope and price in writing before the build starts.
See market price ranges in the AI agent cost guide- 01How many types of documents, and how many layouts for each.
- 02The quality of what arrives: clean PDFs, scans, phone photos, handwriting.
- 03How many fields to extract, and how many rules to check.
- 04Which systems the data must reach, and how.
- 05The monthly volume, and how fast each document must be processed.
- 06Where documents are processed, and how long they are kept.
Data you can file without checking twice.
Security and dataEvery value leads back to its page.
From the field in your ERP, one click opens the document with the value highlighted.
Doubtful fields wait for a person.
Below the thresholds you set, a field goes to review instead of slipping through.
Your rules check before anything is written.
Amounts, references, customers and dates are verified against your data first.
Documents processed where you decide.
In the EU, in a private cloud or on your servers, kept only as long as you set.
Measured on your archive first.
You see field-by-field results on your own past documents before going live.
Document AI: the questions buyers ask us
Which documents can it read?
Native and scanned PDFs, phone photos, email bodies and attachments, Word and Excel files. Handwriting is read too, depending on how legible it is, which is why we test it on your own samples in the first week rather than promise it in advance.
How accurate is it?
We do not promise a figure before seeing your documents. We measure it, field by field, on a sample of your archive that your team already entered, and share the result before going live. Your thresholds then decide which fields go to a person.
Do we need a template for each supplier?
No. The pipeline finds each field by what it says, wherever it sits on the page, so a new supplier or a new layout does not mean new setup. We still test new document types before they go into production.
Does it work with our ERP?
Yes. The data reaches your software through its API, through the import files it already accepts, or through a connector we build. Whether it is a major ERP, an accounting package or an in-house tool, the connection is part of the project.
What happens to our documents?
They are processed where you decide: in a European cloud, in your private cloud or on your servers. You set how long they are kept, and we use providers and settings that exclude training on your data.
How long does it take to go live?
A first pipeline on one or two document types usually goes live in four to eight weeks, depending on how varied they are and on the systems to feed. The first week always ends with a written scope and date.
Document AI, by specialty
Often built together
- Invoice processing Supplier invoices checked, matched and posted.
- AI contract review Counterparty drafts checked against your own playbook.
- Try the document extraction demo Fictional invoices and orders read live, shown as a table and as structured data.
- AI agents When the document starts a whole task.
- Knowledge assistant To ask questions of your documents.
- AI integration To send the data into your ERP and CRM.
- Private LLM When documents must never leave your servers.
Which document would you never retype again?
List the documents that arrive each month and the software their data should reach. We reply within one business day to book your free 30-minute assessment, and tell you how we would measure the result on your archive.