Stop typing data off documents by hand.
A managed AI automation that reads every PDF, invoice, application, contract and form the moment it arrives — pulls out the fields you care about, files the document, writes the data into your systems, and sends anything unclear to a person. Your team stops being a data-entry line.
- Extracts the key fields from any layout, not a fixed template
- Classifies and files each document where it belongs
- Writes clean data straight into your accounting system, ERP or CRM
- Routes low-confidence or unusual documents to a human to check
Every document is someone squinting at a screen and retyping.
The paperwork never stops. Invoices land in a shared inbox, applications come in as scanned PDFs, contracts get emailed back signed, forms arrive from a portal. And for each one, someone opens it, reads it, works out what it is, and types the same handful of fields into the accounting system, the database or a spreadsheet — then renames it and drops it in the right folder so it can be found again later.
It's slow, it's mind-numbing, and it's where the errors live. A transposed figure, a wrong ABN, a total keyed into the wrong field — small mistakes that only surface at month-end when the numbers don't reconcile. And it doesn't scale: twice the volume means twice the hours or a stack of documents that quietly falls behind.
What manual document handling costs
- Hours a week spent re-keying fields off PDFs by hand
- Transposed numbers and wrong fields found weeks later
- Invoices sitting unprocessed, holding up approvals and payments
- Documents saved with vague names nobody can find again
- A backlog that grows the moment volume spikes or someone's off
Read, extract, file, route — for every document that arrives.
We wire an AI layer onto wherever your documents land — an inbox, a shared drive, a scanner folder, a portal. It handles each one the way a careful person would, then writes the result into the systems you already use and only stops for the calls a human should make.
Extract the fields
The AI reads the whole document — even a messy scan or a photo — and pulls out the fields that matter: invoice number, date, ABN, line items, totals, names, reference numbers, dates in a contract. It reads meaning, not a fixed template, so a hundred different supplier layouts all get handled correctly.
Classify the document
Is this an invoice, a remittance, a signed contract, an application, a delivery docket? Each document is identified and sorted against your real categories, so the right workflow kicks in — the invoice goes to accounts, the application starts onboarding, the contract gets logged and dated.
File and write the data
The captured fields are written straight into your accounting system, ERP, CRM, database or spreadsheet, and the source file is renamed and filed into the right folder or document store — attached to the record it belongs to. No re-keying, no vague filenames, nothing lost between the document and the system of record.
Route the exceptions
A smudged total, a missing ABN, a document type it hasn't seen, anything below the confidence threshold you set — it's surfaced to a person to confirm rather than written through blind. The routine documents flow automatically; the genuine judgement calls land in front of the right human, tagged with what the AI thinks it found.
It plugs into where your documents already arrive.
Connect to the source
We connect to wherever documents land — a shared or accounts inbox, a scanner folder, a cloud drive, a portal or a mailbox — using scoped access that only touches what the workflow needs, with credentials held in a secrets manager. Nothing moves and nobody changes how documents come in.
Map your documents and fields
On the scoping call we map the document types you actually handle, the exact fields you need off each one, where that data has to go, and how strict the checking should be. That becomes the logic the AI extracts and classifies against — your fields, your systems, your rules.
Run alongside first
Before it writes to anything live, we test it against your real documents side by side with your current process, so you can see the extraction and filing are correct. You sign off, then it goes live — and we keep monitoring it so it stays accurate as your suppliers, forms and systems change.
Built for any doc-heavy back office.
If your team spends real hours reading documents and typing what's in them into a system, this pays for itself fast. It's the same managed build underneath — we just point it at the documents drowning your team.
The extraction is the easy 80%. Keeping it accurate is the job.
Understands, not just OCR
Old template-based OCR breaks the moment a supplier tweaks their invoice layout. The AI reads what the document means, so it copes with the mess of real-world formats — and knows when a document is unusual enough to hand to a person instead of guessing.
Wired into your systems
A document isn't useful until its data is in the right place. We connect the extraction to your accounting system, ERP, CRM, database or document store so a PDF becomes a logged, actioned, filed record — not just a read file.
Owned and maintained
New suppliers, new form versions, changed logins and shifting document types all break a workflow left alone. Because we run it as a managed service, we catch failures early and fix them — which is the only reason the accuracy and time savings actually last. If you'd rather build it yourself, our managed vs DIY comparison lays it out honestly.
Questions we get about document processing
What kinds of documents can you actually process?
The common ones for an Australian back office: supplier invoices and statements, purchase orders, delivery dockets, remittances, quotes, contracts and agreements, application and onboarding forms, timesheets, expense receipts, insurance and claim forms, and scanned or emailed PDFs. If a human can read it and pull the same fields out every time, we can automate it — including messy scans and photos, not just tidy digital PDFs.
How accurate is it, and what happens when it gets something wrong?
It reads the whole document in context rather than matching a fixed template, so it copes with layouts that move around. But we never assume it is perfect. Every field can carry a confidence check, and anything below the threshold you set — a smudged total, a missing ABN, an unexpected line item — is routed to a person to confirm instead of being written straight through. You get the speed on the clean 80% and a human safety net on the rest.
Do the documents have to be a fixed template or format?
No. That is the whole reason we use AI rather than old-style OCR templates. A hundred different supplier invoices can all arrive in their own layout and the automation still finds the invoice number, date, ABN, line items and total. When a genuinely new document type shows up that it is not confident about, it flags it rather than guessing.
Where does the extracted data end up?
Wherever your process needs it. We write the captured fields straight into your accounting system, ERP, CRM, database or a spreadsheet, attach the source file, and can rename and file the document into the right folder or document store. The point is that the data lands in the system of record without anyone re-keying it.
Is our data safe — these are sensitive documents?
Access is scoped to only what the workflow needs and credentials are held in a secrets manager. We agree up front exactly what gets read, where it is processed and where it is stored, and you get documentation showing it. For sensitive contracts and applications we can keep a full audit trail of what was extracted and what a human reviewed.
How long before it is running?
Most document workflows are live within two to four weeks of the scoping call, depending on how many document types and destinations are involved. We build it, run it alongside your current process against your real documents so you can see the extraction is correct, and only switch it on once you sign off.
Tell us about your worst pile of paperwork.
A free 30-minute scoping call. Describe the documents that eat your team's week — the invoices, the forms, the scans — and we'll tell you straight what an AI document automation would take off their plate, and roughly what it would save.