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Application forms, inspection reports, delivery notes, completed PDFs: a lot of information arrives as a document and then has to be keyed into a system by hand.

Almost every organisation is looking for someone to do that retyping, and nobody enjoys it.

The Document Processor reads the document, extracts the data you need and puts it in the right place. Anything it is not sure about, it passes on rather than guessing.

What it does, step by step

  1. Receive the documentFrom the mailbox, a folder, a scanner or an upload form.
  2. Recognise the document typeForm, report, delivery note, certificate, or something not on the agreed list.
  3. Extract the dataThe fields you have agreed, each with how certain it is of the value.
  4. CheckAgainst what is already known, such as a customer number, an order or an earlier version.
  5. File or pass onCertain and complete goes into the system. Anything in doubt goes to a colleague with the document attached.

Onboarded into your business

Wouter does not start from a generic script. Like any new colleague, Wouter is onboarded into the way your team works first.

  • Your knowledgeWe onboard Wouter with your own documents, examples and agreements, so the work is done the way your team does it.
  • Your systemsWe set up the integrations for the software you already use. Different fields or different steps? We adapt to them.
  • Your rulesYou decide what Wouter handles on its own and what always goes to a person first.
  • Grows with youWhen your way of working, a system or a rule changes, we adjust Wouter to match.

Works with these systems

Sources
Systems
CRM
Data
  • Databases
  • APIs

Is your system not listed? We can connect any system, even if there is no standard integration. View all integrations.

What runs automatically and what does not

You stay in control.

Not every decision should be made automatically. For each workflow, we set out:

  • What can happen automatically.
  • What is put forward for approval first.
  • When a person is brought in.
  • What information is stored.
  • How actions are logged.

Is this a fit for your organisation?

A good fit if

  • Organisations that retype lots of similar documents by hand.
  • Teams where data entry has become a standing task or an open vacancy.
  • Situations where documents arrive through several channels.

Less of a fit if

  • Documents that need a substantive review every time.
  • Small volumes, where setting it up takes longer than retyping.
  • Poorly legible scans and handwriting: those still need a person.

What it can deliver

  • Less retyping and fewer data entry errors.
  • Documents in the system sooner.
  • Insight into which documents keep arriving incomplete.

Directions, not promises. As soon as there is evidence from a client project, it will appear here as a substantiated result.

Frequently asked questions

What is AI document processing?

Getting data out of documents and into your systems without anyone retyping it. The AI recognises the type of document, reads the fields you need and checks them against what is already known. When in doubt, the document goes to a person.

What is the difference between AI and OCR?

OCR reads text. That does not yet tell you which number is the order number and which is the customer number. AI document processing understands how the document is structured, extracts the right fields and checks them. OCR is often part of it, not the goal.

Can an AI employee take over data entry?

The retyping, yes; the borderline cases, no. If you have a data entry vacancy open, first look at which documents are involved and how similar they are. The more consistent the documents, the more can run without anyone stepping in.

How do you stop a wrong value getting into the system?

By checking how certain it is for each field and testing the value against what is already known. If it is not sure, or the value does not fit, it files nothing. It passes the document on with the field highlighted.

Does it work with scanned paper documents?

Yes, as long as the scan is legible. With poor scans or handwriting, more goes to a colleague. That becomes visible, so you know where things can improve at the source, for example with a digital form.

How is this different from the Invoice Checker?

The Invoice Checker specialises in purchase invoices: matching them to the order and goods receipt and coding them for the accounts. The Document Processor handles the other documents, such as forms, reports, delivery notes and certificates.

How to put this to work

  1. 1A short callTogether we look at your process and your systems, and whether this task is the best place to start.
  2. 2Set up on your rulesIntegrations with your own systems, and agreeing what may run automatically and what a person approves.
  3. 3Measure and adjustFirst alongside your team, only then on its own. We look at what it delivers and adjust.
What does an AI employee cost?

More operations tasks

See all AI employees for operations