Document & Order Processing
Turn incoming documents into checked business records.
Extract details from emails and PDFs, flag exceptions and prepare records for your existing business software.
Who it is for: Suppliers and operations teams repeatedly entering customer orders, invoices or forms into spreadsheets and business systems.
Illustrative workflow
- Email or PDF
- Extract details
- Check and review
- Export records
An example of a possible implementation, not a customer result.
What the project covers
Included in this starter
One agreed document family, defined extraction fields, human review and one export format. Includes checks against representative examples and a traceable link to the original.
- One agreed document family and extraction field set
- A human review step and link to the source
- Required-field and duplicate checks
- One export format, representative testing and handover
Broader capabilities · quoted separately
- Invoice and receipt capture
- Structured field extraction
- Document classification
- Naming, filing and records creation
- Supplier and sender checks
- Exception and approval queues
- Recurring finance operations reports
- Contract, form and application processing
- Audit trail and reconciliation support
These are possible extensions. The starting price covers only the starter above.
Boundaries and human review
Check required fields, totals and duplicates against representative documents. Missing information and poor scans go to review. Measure accuracy and review effort before extending the scope.
Extensions and project dependencies
Additional document families, extensive catalogue matching and direct ERP integrations are quoted separately. Payment approval and financial judgement remain with your team.
Document extraction or OCR, model usage, storage and automation hosting may incur additional costs. Volume and document quality affect the estimate.
From conversation to handover.
01
Classify first
A cheap check for what a document is, before an expensive attempt to read it, keeps cost and error down.
02
Extract to a schema
Fields are defined in advance so the output is a record, not a paragraph.
03
File traceably
The source document is stored where the record can point back to it.
04
Queue the exceptions
Unfamiliar senders, missing fields and poor scans surface for review instead of being guessed at.
Your implementation runs on accounts you control. Handover includes documentation and agreed acceptance checks; purchasing ongoing care is optional.
Related possibilities
Broader examples from our opportunity catalogue; quoted separately where they extend the starter.
Document processing
Documents are classified, the useful fields are extracted, and the data lands in the system that needs it.
Invoice and finance administration
Supplier documents read, matched against orders, categorised and posted, with the odd ones flagged.
Explore the engineering
Related in-house systems, with their own scope, evaluation and limitations. These are not customer outcome claims.
- Working in-house systemFinance operations
Invoice documents ready for a person to check.
This working demonstration takes an invoice attachment from email, files the original in OneDrive and prepares an Excel register row. The extracted figures sit alongside the document for a person to check. It does not approve payments or demonstrate an integration with accounting software.
Your choice after handover
Optional care · From £100/month
One monthly health check and up to 30 minutes of minor fixes or changes. Unused time does not roll over. Response within two business days; this is not a resolution guarantee or continuous monitoring. Larger work, software and usage charges are additional.
You can operate the system yourself or agree a different support scope. Provider accounts and running costs remain separate.
Your questions
- Can this put purchase orders into our ERP?
- The starter prepares an agreed export for review. Direct ERP writes depend on supported imports or APIs, validation rules and duplicate prevention, and are scoped separately.
- What about invoices and scanned documents?
- We choose one document family for the starter and test your examples. Scans can be supported where their quality is suitable; unreadable or uncertain items are flagged for review.
- Will it approve payments?
- No. It prepares records and flags exceptions. Payment approval, invoice authenticity checks and professional financial decisions remain with your team.
Talk through your process.
Tell us what happens today, which tools you use and what you want to improve. Art will review your enquiry and suggest a useful next step.