Multi-format ingestion
PDFs, scans, photographs, spreadsheets and email attachments through one pipeline.
Documents to data
Intelligent Document Processing & OCR
Invoices, forms and contracts read, validated against your rules and posted into your systems.
What this is
Document automation lives or dies on validation. Extraction alone just moves the error downstream. We extract fields, validate them against your business rules and reference data, post the clean cases automatically and route genuine exceptions to a person with the document alongside.
The problem
What this service addresses
If more than one of these is familiar, there is usually a case worth scoping.
- Staff retype data from PDFs and scans into finance or operations systems daily.
- Documents arrive in dozens of layouts, so template-based tools keep breaking.
- Keying errors surface weeks later during reconciliation.
- Processing backlogs delay payment, approval or fulfilment.
Scope
What we deliver
Every item below is a deliverable you receive, not an activity we perform.
- Ingestion from email, upload, scanner or file drop
- Classification by document type before extraction
- Field extraction across varied layouts without per-template configuration
- Validation against your business rules and reference data
- Straight-through posting into your finance, ERP or operations system
- Exception queue showing the document, the extraction and the specific rule that failed
- Accuracy reporting per field and per document type
Capabilities
What the system does
Document classification
Type identified first, so the right extraction and rules are applied.
Layout-independent extraction
Fields located by meaning rather than fixed coordinates, so new layouts do not break it.
Business rule validation
Totals, tax, supplier records, purchase orders and date logic checked before posting.
Straight-through processing
Clean documents posted automatically; only genuine exceptions reach a person.
Exception handling
A review queue with the document, extracted values and the failed rule shown together.
Audit trail
Original document, extracted values, validation results and posting outcome retained together.
Applied
Where it is used
Each of these is a bounded job with a measurable result, which is how we prefer to scope a first build.
01
Accounts payable
Extracts invoice data, matches it to the purchase order and posts to finance, flagging mismatches.
02
Customer onboarding documents
Reads submitted forms and identity documents, checks completeness and progresses the application.
03
Contract data extraction
Pulls parties, dates, values and renewal terms into a searchable register.
04
Delivery and goods documentation
Reconciles delivery notes against orders and raises discrepancies with evidence.
05
Claims and application forms
Structures submitted forms and routes incomplete ones back with specifics.
Architecture
How it is put together
An indicative architecture. The final design follows your systems, data boundary and constraints.
-
01
Intake
Monitored mailbox, upload interface, scanner output or file drop with deduplication.
-
02
Preprocessing
OCR, deskew, quality assessment and page splitting for multi-document files.
-
03
Classification and extraction
Document type detection then schema-constrained field extraction with confidence scores.
-
04
Validation
Business rules, arithmetic checks and lookups against supplier, order and customer reference data.
-
05
Posting
Writes into ERP, finance or operations systems through supported interfaces, idempotently.
-
06
Exceptions and audit
Review queue, resolution capture and a retained record of the full processing chain.
Security & governance
Controls we build in
Access, privacy and oversight are part of the build rather than a later hardening phase.
- Documents containing personal or financial data handled under agreed retention and access rules.
- Validation before posting, so extraction confidence alone never triggers a financial entry.
- Approval thresholds requiring human sign-off above defined values.
- Complete audit trail linking source document, extracted values and system entry.
- Separation of duties preserved: the system prepares, your approvers approve.
Delivery
Our approach
How we run the engagement
Discovery
Process walkthroughs, data review, constraints and a written scope you sign off before build.
Architecture
Data model, integration boundaries, hosting and the security model, agreed up front.
Proof of concept
A narrow build on your real data against an agreed quality bar, so the go-ahead is evidence-based.
Development
Two-week increments, each ending in a working deployment and a review.
Testing
Automated coverage on critical paths, evaluation sets for AI behaviour, acceptance testing with your users.
Deployment
Staged rollout into your infrastructure with monitoring and a tested rollback path.
Monitoring & support
Quality, cost and latency tracking after launch, with handover documentation or an ongoing retainer.
Proven work
Products we have built and sold
We are product builders as well as a services team. These are our own commercial platforms, not client references.
Digital sales & support agent
SIZH Virtual Agent
A virtual digital agent for sales, support and reception — trained on your business, live on WhatsApp, web, voice and email.
View product Mobility platformRideOn
A ride-hailing and fleet management platform, now with agentic dispatch, driver support and demand intelligence.
View product Multivendor marketplaceUniBooker
A configurable multivendor service-booking marketplace with agentic onboarding, matching and support.
View product
Questions
Intelligent Document Processing & OCR — FAQs
The questions we are asked most often about this service.
How accurate is extraction?
High on clear documents for well-defined fields, lower on poor scans and handwriting. We measure per field on a representative sample of your documents and report it honestly, because the rate that matters is straight-through processing, not raw extraction.
Do you need a template per supplier?
No. Fields are located by meaning rather than coordinates, so new and changed layouts are handled without configuration work.
What happens to documents it cannot read?
They go to the exception queue with the document, what was extracted and the specific failure shown, so a person resolves it in seconds rather than starting over.
Can it post directly into our ERP?
Where your ERP offers a supported interface, yes, idempotently so retries cannot double-post. Where it does not, we prepare a validated import file instead.
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