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Document Automation with OCR and AI

We automatically extract data from invoices, orders, contracts, and forms, validate it against your business rules, and transfer it to your ERP, CRM, or document workflow. Your team only handles documents the automated system flags as uncertain.

ERP and CRM integration Automated data processing AI agents and assistants Process automation Learn more
01 benefits

Documents reach your system without manual data entry

An order arrives as a PDF, a contract as a scan, and an invoice from a foreign supplier as a phone photo. Someone has to open each one, read it, and retype it field by field—and a mistake in an account number or total is often caught only when paying. OCR captures the text, while an AI model understands which number is the net amount and which is the purchase order number.

The extracted data passes through your rules: tax ID validation, line-item sums, existing client match, or purchase order status in your system. A document that passes every check moves forward automatically. Anything the system is uncertain about lands in an employee queue with the exact field highlighted for review—leaving the final call to a human.

  • Extracting from scans, PDFs, and photos
  • Field extraction from invoices and orders
  • Data validation against business rules
  • Transfer to ERP, CRM, and workflows
  • Exception queue for manual review
  • KSeF invoices without unnecessary OCR
02 services

What can you entrust to our team?

If repetitive tasks eat up too much time, your systems do not talk to each other, or you see opportunities to leverage AI, we can help streamline and automate them. We deliver system integrations, process automations, AI tools, internal assistants, and automated data processing solutions.

Not sure where to start?

Tell us about your project. In a 30-minute consultation, we'll advise on what to tackle now and what can wait.

contact us
03 process

How we work together

Stage
Action
Benefit
01

Business process analysis

We audit your current processes, tools, and the tasks carried out manually.

  • Clearer understanding
  • Hidden costs uncovered
02

Solution design

First, we simplify and optimize your business workflow, and only then do we design the automations, integrations, or AI solutions.

  • Simpler workflows
  • Less manual effort
03

Automation and AI implementation

We build system integrations, automate workflows, and deploy AI solutions, internal assistants, and tools to support data processing and analysis.

  • Time saved
  • Fewer errors
04

Testing and optimization

We verify that automations run reliably, track performance metrics, and optimize processes based on real user feedback and data.

  • Better outcomes
  • Reliable operations
05

Growth and scaling

We help you roll out automation to subsequent workflows, integrate new tools, and expand system capabilities as your business grows.

  • Greater efficiency
  • Ready to scale
04 faq

Frequently asked questions

What types of documents can be extracted automatically?

Most documents with recurring structures: vendor invoices, purchase orders, delivery notes, contracts, applications, and forms. Both PDFs and scans or photos work well, as long as they are legible.

Invoices from KSeF already arrive as structured data, so they do not require OCR—they can be retrieved and forwarded directly. OCR and AI step in for external documents outside that ecosystem, such as international invoices, purchase orders, and agreements.

Is OCR and AI document extraction 100% error-free?

No, and we do not promise that. That is why every extracted field passes through validation rules, and any document the system flags as uncertain is routed to a human reviewer with the exact area highlighted. The goal is to review exceptions instead of retyping everything from scratch.

What does a document automation rollout look like?

We start with a sample of real documents and the list of fields you need. We test extraction accuracy, establish validation rules, and define destination systems. Next, we run a pilot on a single document type and compare the output against your team's manual work before expanding to other documents.

What factors determine the cost and timeline of document automation?

The number of document types, their layout variety and quality, and the destination systems receiving the data. Standard invoices from a handful of regular vendors require less setup than contracts with bespoke phrasing each time. In addition to implementation costs, there are usage fees for OCR services and AI models based on document volume—we provide clear estimates before kick-off.

Will this work with our existing ERP and document workflows?

Usually, yes. We route extracted data via APIs, file imports, or any method supported by your systems—ERP, CRM, accounting software, or document management tools. Your team does not need to learn new tools. Automation handles the data-entry phase, while approval and booking workflows remain intact.

What happens after rollout if a vendor changes their document template?

The AI model handles many layout adjustments automatically because it focuses on field semantics rather than fixed coordinates on the page. When a major layout change occurs, an increase in documents flagged for manual review signals that an adjustment is needed. As part of ongoing maintenance, we monitor these rates, fine-tune parsing rules, and onboard new document types.

05 knowledge base

Benefit from our experience

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