Document & Data Automation
Extract and validate data from invoices, forms and contracts — with a person checking what matters.
Field-level extraction from business documents, checked against your rules, with uncertain values sent to a person before anything reaches your systems.
Who this is for
- Businesses keying in supplier invoices or purchase orders by hand
- Teams processing application, registration or claim forms
- Firms that need key terms pulled from contracts consistently
The problem
Where time and leads are lost today
Important values sit inside PDFs and scans: totals, VAT numbers, dates, parties, renewal terms. Retyping them is slow, and a single wrong digit can cause a payment error or a missed deadline.
Signs this service is a fit
- Staff retype invoice or order data into accounting or ERP systems
- Errors are found only when a supplier or customer complains
- Contract dates and terms live in people's heads, not in a system
The solution
How we solve it
Per-document field maps
Each document type has a defined list of fields and where each one goes.
Validation rules
Totals add up, dates are plausible, VAT and reference numbers match expected formats, required fields are present.
Confidence thresholds
Low-confidence or failed fields are highlighted for a person rather than passed on silently.
Matching
Where possible, values are matched against existing records such as suppliers, customers or purchase orders.
Audit trail
Each document keeps a record of extracted values, corrections and who verified them.
Example workflow
Supplier invoice to approved accounting entry
- Automated step
- A person reviews or acts
- 01
Invoice received (automated)
A PDF arrives in a dedicated inbox or upload folder.
- 02
Fields extracted (automated)
Supplier, invoice number, dates, line totals, VAT and total.
- 03
Validated (automated)
Totals, VAT number format and duplicates are checked.
- 04
Matched (automated)
Supplier and purchase order are matched where they exist.
- 05
Human verification (a person reviews or acts)
A person confirms flagged fields and approves the entry.
- 06
Draft entry & filing (automated)
A draft bill is created in accounting and the PDF filed.
Illustrative workflow. Payment is never released automatically; verification thresholds are set per document type.
Integrations
Works with the tools you use
Sources
- Gmail / Google Workspace
- Outlook / Microsoft 365
- Uploaded PDFs & scans
- Web forms
Destinations
- Xero
- QuickBooks
- Holded
- Google Drive
- SharePoint
- Airtable
- CRM / ERP via API
Implementation
What we'll need from you
- A representative set of sample documents per type (anonymised where possible)
- The list of fields you need and where they should go
- Rules for what counts as valid data
- Who verifies flagged documents, and how quickly
- Retention rules for the documents and extracted data
Expected benefits
How we measure whether it's working
Processing time per document
Minutes from receipt to verified data in your system.
Manual correction rate
Share of extracted fields corrected during verification, per field.
Documents processed
Volume handled per month, by document type.
Cost per processed document
Staff time plus AI and tool costs divided by documents processed.
Pricing guidance
€1,500–€8,000+ implementation (indicative)
A single document type with a clear structure fits Business Automation. Several document types, variable layouts, scans or ERP integrations move into Custom AI System.
AI processing is usage-based and grows with document volume. Managed Support covers monitoring and new layouts or templates.
Quote process: free consultation → written scope with a fixed implementation price → build.
See all pricingSecurity & human oversight
- Human verification for financial, legal and regulated documents
- Document contents are treated as untrusted input; embedded instructions are ignored
- Confidence thresholds route uncertain extractions to a person
- Data processed only in approved services, with documented retention
- Audit trail of who verified what
Limitations to know about
- It does not approve invoices, release payments or sign contracts
- Accuracy depends on document quality; poor scans and handwriting need more human checking
- Contract extraction pulls out terms for review — it is not legal interpretation or advice
- Each new document type or significantly different layout needs setup and testing
Get started
Discuss a Document & Data Automation project
Frequently asked questions
How accurate is the extraction?
It depends on document quality and layout. We test on your real samples, report accuracy per field, and set verification rules accordingly instead of promising a single number.
Can it approve invoices or payments?
It can prepare them for approval. Approving payments or making financial commitments requires a person.
Where is our data processed?
We document every service involved and choose providers and regions to match your requirements, including EU data processing where available.
How is this different from Business Process Automation?
Business Process Automation moves information between systems and handles routine admin. Document & Data Automation focuses on extracting and validating specific fields from documents where accuracy matters, with verification built in.
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Next step
Find out what's worth automating in your business.
Book a free 30-minute consultation. We'll look at how your team works today and recommend a practical first step, or tell you honestly if automation isn't worth it yet.