When is document automation worthwhile?
Problems we help solve
Document processing becomes costly when employees repeatedly read the same fields, rename files, send documents for approval and re-key data into systems. Automation reduces this workload, but it must include validation and exception handling.
- Data from invoices, orders or scans is manually entered into spreadsheets and systems.
- Documents end up in the wrong folders or wait a long time for approval.
- There are no consistent naming conventions, statuses or file workflow history.
- Different document formats cause errors and require manual checks.
- The business wants to measure document volumes, delays and recurring exceptions.
Fit
What documents is this service for?
Invoices and expenses
Extracting supplier details, amounts, reference numbers and due dates, then routing documents for approval.
Orders and forms
Classifying submissions, validating data and routing them into the appropriate process.
Operational documents
Reports, records, scans and files that require labelling and archiving.
Messages with attachments
Automatically retrieving documents from email and initiating the relevant workflow.
Service scope
What does document processing involve?
Document analysis
We review file types, data quality and the consistency of fields.
- document formats and sources,
- required fields,
- examples of exceptions.
Recognition and classification
We select an appropriate method for recognising content and document types.
- OCR and data extraction,
- document classes,
- confidence scores.
Validation and workflow
We design error checks and the onward routing of documents.
- field validation,
- approvals and statuses,
- manual exception handling.
Integration
We connect document processing to the target destination.
- SharePoint or another repository,
- ERP, accounting or CRM systems,
- reporting and archiving.
Outcomes
What will you receive?
- less manual reading and re-keying of data from documents,
- controlled workflow with validation, statuses and exceptions,
- consistent naming, archiving and metadata,
- the ability to transfer data to target systems,
- documentation of rules, fields and cases requiring manual handling.
Not every document can be processed fully automatically. A well-designed solution makes clear where automation is reliable and where human review is required.
Delivery approach
How is the service delivered?
- Samples. We analyse sample documents and expected data.
- Rules. We set fields, validation, statuses and exceptions.
- Prototype. We implement recognition and classification for a limited scope.
- Testing. We assess effectiveness using real and challenging cases.
- Implementation. We connect document processing to the target workflow or system.
- Maintenance. We document the rules and how to correct errors.
Delivery standards
How do we reduce errors?
- We do not assume 100% OCR accuracy without testing the client's documents.
- We design confidence thresholds and a manual verification path.
- We separate data reading from a business decision if it requires human judgment.
- We document field mapping to make integrations clear.
- We take account of personal data protection and access controls for documents.
Cost
What determines the price?
The price depends on the number of document types, scan quality, number of fields, validation requirements, integration with systems, document volume and expected reporting.
FAQ
Frequently asked questions
Will OCR recognise every document?
Not always. Accuracy depends on scan quality, document layout and the consistency of the data.
Can a human still approve a document?
Yes. Automation can prepare data and workflow and leave the decision to the responsible person.
Can we start with invoices?
Yes. Invoices are often a sensible first use case where the business processes a sufficient volume.
Can documents be stored in SharePoint?
Yes. SharePoint works well as a repository with metadata, version control and permissions.
Can this be integrated with an ERP system?
Yes, provided that the ERP system offers an API, import facility or another controlled method of transferring data.