Paperwork
Document & Invoice Extraction
Nobody retypes a supplier invoice into the accounting system again.
- Typical build2–4 weeks
- Steps5 in the run
- Plugs into4 of your systems
Every business has one person who spends several hours a week turning documents into rows. Invoices, delivery notes, timesheets, intake forms, insurance paperwork.
Extraction takes that work away without taking away the control. The system reads the document, checks its own arithmetic, and puts anything ambiguous in a review queue rather than guessing. Confident, clean documents flow straight through; the rest wait thirty seconds for a human eye.
How it works
One run, from the moment it starts to the moment you see it
The panels below are diagrams, not screenshots — every automation is built into your own systems, so the real screens are yours.
- Invoice no.INV-20418
- Date14 Mar
- Net1,240.00
- Tax248.00
- Total1,488.00
- PO numberneeds a human
- Contact
- D. Whitfield
- Stage
- Site visit booked
- Source
- After-hours call
- Recording
- call-40128.mp3
Bookings are up on last week, mostly from calls taken after 18:00.
- Needs youContract query from Halverson2 min
- Draft readyRe: order #40128 delivery date9 min
- Draft readyRe: availability week of the 14th14 min
- FiledSupplier statement — March21 min
- FiledNewsletter: trade price update38 min
- Response time crossed 5 mintwo enquiries waiting since 08:41
- Quote 1042 has gone quietsent 6 days ago, no reply
- Waiting list filled Thu 14:00cancelled slot, refilled in 4 min
-
01
Any document, including the badly lit one
PDFs, scans and phone photos of a crumpled delivery note taken on a windy forecourt.
-
02
Line items, totals, tax, dates, PO numbers
Read out and turned into structured rows your accounting system will accept without an argument.
-
03
It checks its own arithmetic
Totals that do not reconcile are flagged rather than quietly rounded into place.
-
04
Anything ambiguous waits for a human
Confident documents flow straight through; the rest sit in a review queue for thirty seconds of attention.
-
05
A full audit trail either way
What was read, what was changed and by whom, for every document that passed through.
What it does
Everything it handles without being asked twice
Reads PDFs, scans and phone photos — including the badly lit ones.
Pulls line items, totals, tax, dates, PO and reference numbers.
Checks the maths and flags anything that does not reconcile.
Files the document where your accountant expects to find it.
Leaves a full audit trail of what was read and what was changed.
Where it stops
The limits are part of the build
An automation that will not admit what it does not know is a liability, not an asset. These boundaries are agreed with you during the build and written into the system — not bolted on after the first bad conversation.
- It will not guess a figure it could not read clearly.
- It will not post to your ledger without the approval step you set.
- Nothing is deleted from the original document store.
What it plugs into
Your tools, not a platform you have to move onto
We build against the systems you already pay for. If you stop working with us, everything keeps running and you hold the keys.
- QuickBooks / Xero / Zoho Books
- Google Drive or SharePoint
- OCR + vision models
- Your ERP or spreadsheet
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Most clients start with one and add the next once it has paid for itself.
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Read moreWho we build it for
The sectors where this one is usually the first automation worth doing. Each page says which problem it removes there.
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Support that scales with orders instead of with headcount.
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Carriers, brokers, 3PL
Logistics & Freight
Less time on check calls and paperwork, more time on the load board.
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Legal, accounting, consulting, insurance
Professional Services
Get the billable hours back from intake, admin and document handling.
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