Back-office employee
Enters documents today: accounting, the warehouse, sales support
Gets only the documents that need a person: a field AI cannot read, a duplicate, a total that does not add up. Confirms or corrects them
Documents entered into your systems automatically, not retyped by hand
We build this system to order for companies whose back office retypes documents. Ordinary software checks totals, suppliers and orders against clear rules, and AI reads PDFs, scans and emails, understands what each document is, weighs what it found and chooses where the document goes. A document with a field AI cannot read, or one that fails a check, goes to a person
Who works with it
Head of accounting
Runs the accounting team
Sets the checks and which document types go in automatically. Sees what came in, what went where and why
Sales manager
Works with client orders
Gets a client’s request from an email as a draft order in the CRM, with the items and the date filled in
What comes in
What the system reads, and where it enters the data
Three ways out
The path of one document
New documentPDF, scan or email
AIThe processingrules and AI
- Entered automaticallyevery check passed
- A person confirmsa field AI cannot reada person decides
- Held for a persona check faileda person decides
Example documents
Pick a document and see what the system takes from it
Made-up documents of a company that buys, stores and sells. Their checks stand for the rules your team would set
A waybill came with a delivery, signed at the warehouse and scanned
- Text read: done
- Type: done
- Fields: AI is unsure of a field
- Checks: done
- Waiting for a person
A receipt in the warehouse system AI
Type: Waybill
- 1SupplierPaper Goods Co.
- 2Waybill number377
- 3Order numberPO-2240
- 4Received ona person confirmsWritten by hand at the warehouse, and AI cannot read it
Checks Rule
- PassedKnown supplier: Found in the supplier list
- PassedThe order exists: PO-2240 is in the ERP
- PassedQuantities match the order: Cups and lids, 40 boxes each, as ordered
Where the document goes AIA person confirms
AI could not read a field, so a person sees the document beside the record and fills in only that field
a person decidesSoftware, AI and a person
Who does which part of the work
Software and AI go through every document. A person gets the ones that need one
Ordinary software
Monotonous work with clear rules
- Takes each new document from the mailboxes, the scanner and the document system
- Checks that the lines add up to the total
- Finds the supplier by its tax ID and the order in the ERP
- Holds a document entered before: the same number from the same supplier
- Enters the record into the ERP, accounting or the CRM, with the document attached
AI: understand, weigh and choose
The small decisions on every document
- Reads the text on scans and phone photos, handwriting too where it is legible
- Tells what each document is: an invoice, a waybill, a contract or a client’s request
- Finds the fields where each supplier puts them: the amounts, the dates, the order number
- Reads a client’s request in an email and turns it into a draft order
- Chooses the route, and leaves a field it cannot read to a person
A person
Every doubtful field and every failed check
- A back-office employee fills in each field AI cannot read
- A person decides on each document that failed a check
- A person adds a new supplier to the list
- A person approves payments, as before
- The head of accounting sets the checks and which document types go in automatically
How a project starts
Four stages. After each one, you decide whether to go on
First on documents already entered, then on new ones
- Usually firstDiscovery and specification
- In
- The documents you get most often, where they come from and the programs the data goes into
- You get
- A written specification: which document types come first, what the system needs, what it will cost and in what order. The document is yours whether or not we build it
- ThenTest on past documents
- In
- Documents your team has already entered, with what they entered
- You get
- What the system would have taken from each, next to what your team entered
- ThenPilot on one document type
- In
- New documents of one type you choose: supplier invoices, waybills or client requests
- You get
- The records entered into your system. A person checks each one while the checks are being set
- When you decideRollout
- In
- The document types you choose
- You get
- Every new document of those types goes through the processing. Your team changes the checks
Six questions we ask first
- How many documents do you process a year? We plan the system and the pilot around it
- How long does one document take by hand? The pilot is measured against it
- How many people work with documents? We plan who gets the documents that need a person
- Which document types come in most often? The pilot starts with one of them
- Which ERP or CRM do you use? The records go into it
- Do your documents follow standard formats? Where every document looks the same, rules find the fields; where each looks different, AI does
In our cases
A part of this we have built for a client
The same work on vendor invoices, running for a client today
Tell us which documents your team retypes
A 30-minute call. We will say which of your documents the system can take and where a project would start