Paperwork automation
Invoices, delivery notes, orders and forms arrive all day. Software can read them, check them against your rules and put them where they belong, with a person looking only at the ones that need a person.
What this is
Every company has a desk where documents land. They come by email, by post, from a supplier portal, as a photograph of a delivery note taken in a yard. Somebody opens each one, reads four or five numbers off it, types them into another system and files it. It is quiet, constant work, and it is the first thing that breaks when the person who does it takes a week off.
We build the part in the middle. The documents keep arriving the way they already arrive. Software reads them, checks them against what you already know, and posts them into your system. Anything it cannot read with confidence goes to a short queue for a person, and that queue is the point: the goal is not zero people, it is one person looking at ten documents a day instead of three hundred.
Two engineers, based in Poznan, working across Europe. Your documents stay on EU infrastructure and the processing agreement is signed before we see a single file.
What it does
Five steps, and every one of them can be checked.
01
Takes the documents in
A mailbox, a shared folder, a supplier portal, a scanner, a phone camera. We connect to what you use now instead of asking your suppliers to change how they send things.
02
Reads the fields you care about
Supplier, dates, line items, totals, tax, reference numbers. We agree the list with you first, because a field nobody uses is a field nobody will check.
03
Checks it against your rules
Does the total add up. Is the supplier known. Does the order exist. Is this the same document that already arrived on Tuesday. The rules are yours and they are written down in plain language.
04
Puts it where it belongs
Your accounting system, your ERP, your archive, or a spreadsheet if that is genuinely what you use. The original document stays attached to the record it created.
05
Hands the rest to a person
Anything unclear goes to a queue with the document on one side and the reading on the other, so a correction takes seconds. Every correction improves the next batch.
What you walk away with
Working software, and enough written down that somebody who is not us could keep it running.
A running intake for one document type
Live, connected to your real mailbox or folder, handling real documents on the day we finish.
The exception queue
One screen where a person clears what the software would not guess at. Designed for the person who does this work today, not for an administrator.
An accuracy report on your own documents
Measured on a sample you choose, field by field, so you know where it is strong and where a person still has to look.
The code, the deployment and a handover
Yours, in your repository, running in your cloud account or ours, with a written runbook and a walkthrough for whoever will own it.
How it runs
One document type
We pick the one with the highest volume and the least variety. Covering everything at once is the most reliable way to finish nothing.
A sample of real documents
A few hundred of yours, including the ugly ones: the crooked scans, the handwriting, the supplier who changed their layout last spring.
Build and measure
We build the reading and the checks, then measure them against the sample. You see the numbers before anything touches your systems.
Shadow, then switch
It runs beside the current process for a few weeks and the two are compared. You switch when the comparison says so, not when we say we are done.
Who this suits
Finance and back office teams
Accounts payable, order entry, claims intake. Anywhere a person is the connection between an inbox and a system.
Companies growing faster than their admin
Volume doubled, headcount did not, and the backlog has become visible to customers.
Teams with one person who knows how it works
The process lives in somebody's head and everyone quietly worries about the week they are away.
What it costs in time
Calendar time, assuming we can get a sample of documents and half an hour a week from the person who does the work today.
Sample and scope
We look at real documents, agree the fields and the rules, and say honestly if one of them is not worth automating.
A working pilot
Reading, checks and the exception queue, running on your sample with the accuracy measured.
Connected and live
Wired into your systems, run in shadow beside the current process, then switched over with the handover written.
Related
Send us five of your documents
Real ones, with the mess left in. We will tell you what software could read from them and what it could not, before you spend anything.
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