Document Processing & Review

Less retyping.
More usable records.

Spend less time retyping invoices, job sheets and forms. We pull out the details your team needs, put them into a draft and flag anything that needs a closer look.

For recurring invoices, job sheets, delivery dockets or intake forms. We start with one document type and the fields your team actually needs.

Book a free audit

Pick a time in our booking calendar. The audit is free.

The work between receiving and recording

Your team needs the details.
They don’t need to type them twice.

Open the attachment. Find the reference. Copy the total. Chase the missing field. Enter it again. We build a repeatable handover so documents become useful records with less manual copying.

Start from a useful draft

The agreed fields appear beside the original, ready to check and correct. Staff spend their attention on the information that matters.

Catch gaps before handover

Missing references, unclear matches and possible duplicates have a visible review state and someone responsible for resolving them.

Know where each document stands

Keep received, needs review, approved and transferred separate. A failed transfer stays visible until it is resolved.

From attachment to checked record

A clear path, with review built in.

Receive
Collect from one agreed mailbox, folder or upload route. Keep the original and check for unsupported files or duplicates.
Extract
Read the agreed fields into a draft. Missing or unreadable information stays marked for review.
Check & review
Apply the agreed checks. Your reviewer compares the source, corrects values and approves the intended handover.
Transfer & confirm
Send approved values through a supported connection or import. Check the saved destination reference and record the result.

Something doesn’t match? The item stays in an assigned review queue. If a transfer fails or its result is uncertain, check the destination before trying again.

For supplier invoices, approval to transfer a draft is separate from approval to pay. Purchase checks, tax decisions and bank-detail changes stay with your authorised business process.

What your team uses

A review queue that makes the next step obvious.

Open the original, see the proposed values and understand what approval will do. Corrections and approval belong to the record, so the next person can see what happened.

We first look at your existing capture tool, accounting workspace, shared Sheet, Microsoft workspace or job system. A separate review screen is only scoped if your current tools cannot make the work clear.

An email or team-chat alert can link to the review record. The queue remains the place to resolve the work.

What we put in place

The workflow around the extraction.

Reading the page is one part. We scope the intake, checks, staff experience and destination together so the output is something your team can use.

Intake & field setup

Supported document types, an agreed intake route, original storage and the exact fields to capture.

Checks & staff review

Required-field and duplicate checks, agreed matching rules, a correction and approval step, and visible exceptions.

Handover & team guide

The agreed connection, import or assigned manual handover, document history, recovery steps and a practical staff guide.

We test representative documents, including difficult and incomplete examples. Together we assess field correctness, review effort and whether the destination record is usable before expanding the scope.

A useful first version

Choose one pile of paperwork.

For example: supplier invoices arriving in one mailbox, with headline fields checked by one reviewer and approved drafts handed to one accounting destination.

Bring a few normal, difficult and incomplete examples to the audit. Show us where the details go and what your team checks today.

Already using document capture? We’ll start there. A configuration change or a missing connection may be all you need. If you control how information arrives, a structured form may be simpler.

Your first scope, agreed together

One document familyDefine supported layouts and file types from actual samples.
One source & a small field setCapture the details you need. Table rows and line items are evaluated separately.
One reviewer & one destinationAgree who resolves exceptions and what approval sends where.
Review drafts firstConsider a limited automatic path only after the results support it.

Before you start

Practical questions.

Will it handle all our documents?

We choose a useful document family and test your actual layouts. Handwriting, poor scans, password-protected files and mixed documents may need separate handling. Unsupported inputs stay visible for a person to resolve.

If staff still check it, where is the benefit?

A prepared draft can reduce the time spent finding and retyping details. We compare the full handling time, including corrections and exceptions. If review effort removes the benefit, we adjust the scope or recommend a simpler approach.

Can approved information go straight into our software?

Where your software supports the agreed update, we can scope a connection and verify the saved record. Otherwise, we can prepare an import or an assigned manual handover. An extraction-only setup leaves destination entry with your team.

Can the process become fully automatic?

Some well-defined, lower-risk cases may qualify after evaluation, with exceptions routed to staff. A confidence score alone does not authorise a payment, a supplier bank change or a specialist decision. We agree which actions always need a person.

What about sensitive documents?

We agree what may be processed, who can review it, where it is processed and how long originals and extracted information are kept. Those requirements help determine the tools and storage used.

What does the cost include?

Setup covers the agreed documents, fields, review workflow, handover and testing. Software, processing usage and any hosting are scoped separately, as is optional ongoing monitoring and maintenance. Your team’s review time is part of assessing whether the workflow makes sense.

Free business audit

Find out what to improve first.

Bring one job you’d like to make easier. We’ll talk it through and send you a short written report. Keep the advice or ask us to put it into practice.