Intake and classification
Documents arrive via a mailbox, scanner, upload, or API. The system recognises the type, splits combined PDFs, and routes each document into the right workflow.
Document AIDocument processing with AI
Document processing with AI
instead of manual keying.
We automate your incoming mail: documents are recognised, read, checked, and passed to your systems. Uncertain cases go to a person for approval.
Book a free AI opportunity review
45 minutes, no strings attached. You leave with a written shortlist.
What it is about
Document AI
Invoices, delivery notes, order confirmations, contracts, forms, and emails with attachments arrive in all sorts of formats. Most of them are still sorted, keyed in, and filed by hand. That takes time and introduces typing errors that become expensive later.
Intelligent document processing (IDP) combines text recognition with language models. The system identifies the document type, extracts the relevant fields, checks them against your master data, and hands them to your ERP or DMS in structured form.
What matters most is how uncertainty is handled. Every field gets a confidence score. Anything below the agreed threshold is put in front of a reviewer in an approval interface, rather than being posted incorrectly without anyone noticing.
What we build
The building blocks
Data extraction from PDFs and scans
Fields such as invoice number, amounts, line items, deadlines, or contracting parties are extracted, including from scans and photos. New layouts usually do not need a template of their own.
Validation checks
We check the data against your master data and rules: known supplier, matching purchase order, consistent totals, correct tax rates. Discrepancies are flagged with a reason.
Review interface for uncertain cases
Uncertain fields and discrepancies appear in a lean interface next to the original document. Your team corrects or confirms in a few clicks, and every correction is logged.
Hand-off to ERP and DMS
Validated data goes to your ERP, accounting software, or DMS through an interface, with the original linked and filed. We connect via the interfaces your target systems already provide.
Approach
From the first conversation to operations
- 01
Free AI opportunity review
In 45 minutes we find out which document types cause the most volume and manual work. That is where we start.
- 02
Pilot on real documents
We process a sample of your real documents and measure the recognition rate per field. You see in advance what share will go through without rework.
- 03
Fixed-price delivery
Intake channels, validation rules, review interface, and integration are delivered as fixed-price packages. Acceptance criteria set recognition rates on an agreed test set.
- 04
Operations and new document types
We monitor the rates in production and use corrections from the review step as training material. New document types are added as small, separate packages.
By industry
Where this applies in practice
The industry overview lists concrete use cases. Detailed pages are available in German.
- Machinery and plant engineeringUse cases: Automating spare parts requests · Technical documentation
- Logistics and freight forwardingUse cases: Order entry from emails · Reading and checking freight documents · Supporting claims handling and dispatch
- Skilled tradesUse cases: Quotes from site measurements and notes · Site reports and documentation · Supplier invoices and scheduling
- Tax advisory and law firmsUse cases: Pre-sorting receipts and documents · Preparing deadline and tax assessment checks
- Real estate and property managementUse cases: Service charge receipts and documents · Owners meeting minutes and contract review
- Retail and e-commerceUse cases: Product copy and PIM data maintenance
- Industry and manufacturingUse cases: Analysing shift and downtime reports · Preparing complaints and 8D reports · Checking mill certificates and supplier documents
- Utilities and municipal energy providersUse cases: Processing grid connection and PV applications
- Insurance brokersUse cases: Preparing policy and terms comparisons · Capturing claims notifications · Extracting portfolio data from insurer PDFs
- Construction and architectureUse cases: Bill of quantities and GAEB analysis for estimating · Searching tender documents
- Staffing agenciesUse cases: Extracting CV data into structured fields · Capturing timesheets and assignment documents
- Hotels and hospitalityUse cases: Turning group and conference requests into offers
- Agriculture and foodUse cases: Checking specifications and raw material certificates · Checking labels and allergen declarations against recipes · Documenting traceability · Order intake from emails and faxes
Related services
What often comes with it
- AI agents & automationAn agent reads a request, turns it into a plan and carries it out across your systems. Before it changes anything, a person signs off.
- Custom softwareSome processes do not fit any off-the-shelf product. We build them as a web application your team actually likes using and that you can still maintain in five years.
- Adapting AI modelsWe adapt language models to your tasks, through fine-tuning, small dedicated models, or prompting and structured outputs. Measurement decides which route fits.
FAQ
Questions about Document AI
How can invoices be read automatically?
Text recognition makes the document readable, a language model maps the content to fields, and validation rules check it against your master data. Structured e-invoices are read directly, without going through image recognition.
How accurate is AI data extraction from PDFs?
That depends heavily on the document type, the quality of the originals, and the fields involved. So we measure the rate on your own documents during the pilot instead of promising generic figures. Uncertain fields always go to a person for review.
What is intelligent document processing (IDP)?
IDP refers to systems that do not just read documents but understand them: identify the type, extract the relevant data, validate it, and pass it on. Unlike classic text recognition with fixed templates, IDP copes with varying layouts.
Can AI automate our incoming mail?
Yes. Emails and attachments are sorted by content, documents are extracted, and each item is assigned to the right case or team. Where a decision is needed, we can combine this with an AI agent that includes an approval step.
Will it work with our ERP system?
In most cases yes, provided the ERP or DMS offers an API or import function. We check this during the opportunity review. We do not carry out customisation inside SAP or Microsoft Dynamics themselves.
What does automated document processing cost?
The effort depends on the number of document types, validation rules, and target systems. Running costs depend on volume and the hosting model. After the pilot you receive a fixed price per package and an estimate of running costs.
Document AI: let's find out in 45 minutes whether it pays off for you.
Book a free AI opportunity review
45 minutes, no strings attached. You leave with a written shortlist.