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Use case · Operations

Document processing for invoices, forms and certificates, without manual re-keying

In most businesses, someone opens a PDF, reads a supplier name, an invoice number, a date, a net figure and the VAT, and types them into another system – several hundred times a month. The work is slow and repetitive, and a single incorrect digit can result in a wrong payment or a difficult conversation with a supplier.

Instead, the agreed fields are read from each document and checked – totals, VAT, supplier details and possible duplicates – before clean records are prepared for a person to import in a single step. Anything unclear or unusual is placed on an exceptions list with the reason, and every change of bank details is flagged for you to verify.

Discuss whether this would suit your business
See how it works

At a glance

The problem

Hours of manual keying, and the errors that accompany it

The build

Document Processing

How long

Typically 4–8 weeks

You would measure

Minutes per document

A person reviews every exception, verifies every change of bank details and performs every import.

The cost of manual keying

Re-keying from PDFs

The same fields entered by hand from every invoice, form or certificate.

Errors discovered late

A transposed figure comes to light only when a supplier chases payment, or when a payment is sent to the wrong account.

The month-end backlog

Documents wait until someone has time available, and records consequently fall behind.

First, establish whether the work needs to be done at all

Many accounting systems already include a capture tool, and some suppliers can send e-invoices or data files in place of PDFs. If enabling a facility you already pay for would cover most of the volume, we will tell you, and the build can concentrate on the documents those tools cannot handle.

Today

  • Each document opened individually
  • Fields keyed into your system by hand
  • Totals checked by eye, where time allows
  • Discrepancies followed up manually

Redesigned

  • Existing tools reviewed first
  • Fields read to an agreed specification for each document type
  • Totals, VAT, duplicates and supplier details checked
  • Clean documents prepared as an import file
  • All other documents placed on an exceptions list, with the reason
  • A person verifies changes of bank details and performs the import

Responsibilities of the agent and your team

The agent

  • Reads the agreed fields from each document
  • Runs the agreed checks
  • Prepares import-ready records
  • Lists every exception and states the reason

Your people

  • Agree the specification and the checks
  • Review every exception
  • Verify every change of bank details through your own process
  • Perform every import, and approve and pay invoices as at present

Measures

Time saved

minutes per document.

Better quality

errors against the source documents.

Faster delivery

days from receipt to record.

Cost removed

duplicate or incorrect payments.

The build behind it: Document Processing

A quick-win build, which typically begins with one document type, such as supplier invoices, and adds others once it is operating reliably. It is tested on your own past documents and piloted for four weeks on live ones. If you do not yet have a procedure for verifying changes of bank details, such as calling the supplier back on the number you already hold, we will recommend establishing one before go-live. That is not a task for AI, but it is a sound control in its own right.

How long

Typically 4–8 weeks

Investment

from £5,000 + VAT

Licences

Purchased directly by you

After handover

Your named owner operates it, with the Managed service if required

Enquire about this build

Questions about document processing

If your question is not answered here, please email hello@teamagentic.co.uk and we will reply promptly.

Will it change our bank details without approval?

Never. Changes of bank details are always flagged and verified by a person, using your own process.

Which documents can it process?

The types agreed in the specification, such as supplier invoices, forms or certificates. Clear photographs taken on a phone are generally suitable. Handwriting and poor-quality scans are tested on your samples first.

Does it enter data directly into our system?

It prepares import-ready records. A person reviews the exceptions and performs the import, so nothing is entered without being checked.

More use cases

Finance

Month-end reporting takes days

The pack and draft commentary, prepared for review.

Read the use case →

Operations

Compliance evidence held in many places

Every certificate and renewal date in one register.

Read the use case →

Operations

The same questions, every day

Routine questions answered from your approved documents.

Read the use case →

Platforms we work with

The right AI platform for each build, licensed to you

We recommend the AI platform that suits each build, or use one you already have if it meets our minimum standards. Either way, you hold the licence, so the account and the data stay yours. The results arrive in your own email, files, CRM and finance systems, where your team can check them.

AI platforms

Business software

See the full list by category

Workplace Microsoft 365, Microsoft Teams, Google Workspace, Slack, Zoom, Notion, Miro

Files SharePoint & OneDrive, Google Drive, Dropbox, Box

CRM and sales HubSpot, Salesforce, Zoho, monday.com

Finance Xero, QuickBooks, Sage, Stripe, Power BI

Projects Asana, Trello, ClickUp, Jira, Confluence, Airtable

Customers and marketing Zendesk, Intercom, Mailchimp, Shopify, WooCommerce

Automation Zapier, Make, n8n

Product names and logos belong to their owners. We show them because we can work with these tools. It doesn’t mean we’re partners with, or endorsed by, any of them.

Next step

Begin with a free 20-minute call

Tell us which task is costing your team the most time, and we will discuss it with you, free of charge. You will receive a clear answer on whether we can help, and a sensible next step in either case. If you would like a more thorough assessment before deciding, the AI Quick Scan provides a 90-minute conversation about your business and a two-page summary of up to five opportunities.

  • One of us will reply personally to arrange the call
  • No obligation and no subsequent sales sequence
  • We use your details only to arrange the call (privacy notice)