Paperwork read and filed without the typing
We set up a system that reads your incoming documents, pulls out the fields you need, checks them and passes them to your accounts or database.
In plain English.
Supplier invoices, delivery notes, purchase orders, application forms and signed contracts all arrive as PDFs, photos or scans. Someone then reads each one and types the details into another system. AI document processing does that reading for you, and flags the ones it is unsure about instead of guessing.
The system uses OCR (optical character recognition, which turns an image of text into real text) together with a language model that understands layout. It can find the invoice total on a supplier template it has never seen, read a table of line items, or spot a handwritten date in a box. Each field comes back with a confidence score.
Before anything is saved, rules check the result: totals add up, the VAT number has the right format, the purchase order number exists in your system. Documents that pass go straight through to Xero, Sage, QuickBooks or your own database. Anything else lands in a review screen where a person corrects it in seconds.
It suits you if.
- You key in dozens or hundreds of supplier invoices each month
- Documents arrive in many layouts from many senders
- Forms come in by email as scans or phone photos
- You need an audit trail linking each record to its source file
- Errors in data entry cause payment or stock problems later
What we do.
Copes with varied layouts
There is no need to build a template per supplier. The model reads each document much as a person would, using headings and position.
Inbox and folder watching
Documents can be picked up from a dedicated address such as invoices@yourcompany.co.uk, a SharePoint or Google Drive folder, or an upload page.
Validation rules you set
We check totals, dates, VAT numbers, supplier names and PO matches against your own data before anything is posted.
Review screen for exceptions
Low-confidence fields are highlighted next to the original image, so a person can confirm or correct them without hunting through the page.
Linked source files
Every record keeps a link to the original document, which helps at year end and when a supplier disputes a payment.
How it runs.
- 01
Talk it through
On a free 15-minute call, Garreth asks which documents you handle, how many, and where the data needs to end up.
- 02
Accuracy test
You send a batch of past documents. We run them through and show you which fields came out right, so the quote is based on evidence.
- 03
Build the pipeline
We set up intake, extraction, checks, the review screen and the link to your accounts or database.
- 04
Run in parallel, then hand over
For the first batch your team checks every document. As confidence grows, only the flagged ones need a look.
Questions people ask.
How accurate is it?
It depends on the documents. Clean, typed PDFs usually extract very well, while faded scans and handwriting are harder. That is why we test on your own past documents before quoting, and why anything below the confidence level you choose goes to a person rather than straight into your books.
What does it cost?
The set-up is a fixed quote based on the number of document types and where the data goes. Running costs are the OCR and model usage, which scale with volume and are billed to your own accounts at cost. We give you a cost per document estimate after the test.
Where are my documents stored?
In your own storage where possible, such as your SharePoint, Google Drive or a UK or EU cloud bucket in your name. Documents are sent to the processing service only to be read, and we pick providers whose terms rule out training on your data.
What do you need from me to start?
A sample of 30 to 100 past documents of each type, a list of the fields you need, and access to the system the data goes into. It also helps to name one person who currently does the keying, as they know the awkward cases.
Your next chapter starts with a conversation.
Nottingham & Derby / UK-wideLet’s build
what’s next.
15 minutes with Garreth.
A real conversation about your business.