Stop retyping the inbox
A supplier invoice arrives as a PDF. A customer sends an order in the body of an email. Someone opens each one and types it into the system that needs it.
This system does the typing. It reads each document as it lands, pulls out the fields your system needs and checks them against the records you already hold. Then it creates the entry. Anything that does not fit, a price that does not match or a customer it cannot find, goes to a person with the reason attached.
This is a blueprint, not a client case study. It is built from parts we already run in production, and it starts with a sample of your own documents.
The slowest step is copying
Retyping is where errors get in and where work waits overnight. A transposed digit in a price or a missed line on an order costs more to find later than it took to type.
It also ties the job to whoever does it. When they are off, the inbox fills up and the orders wait.
Four steps, a person in charge
Reads as it arrives
Watches the inbox or folder and picks up each new document, whether it is a PDF, a scan or text in the email itself.
Takes what matters
Pulls out the fields your system needs for that kind of document, and notes the page and line each one came from.
Checks before it writes
Compares each entry with what you already hold: the customer, the price list, the stock, the policy. Only matching entries go straight through.
Asks when unsure
Anything unusual waits in a short queue for a person, with the reason it was held. Nothing is guessed.
Same pattern, any size
For a small firm: The order desk or the purchase ledger. The person who spent the morning keying in becomes the person who checks the few the system held back.
For a larger organisation: Claims intake, supplier onboarding, applications. The same pattern at volume, with an audit trail for every decision.
On your data, first
We start with a sample of your real documents, a few hundred if you have them, and show the system reading them before anything is built around it. You see what it gets right and what it hands back, on your own paperwork.