Artificial intelligence
Document intelligence for invoices and forms
Document intelligence uses AI to pull the data out of invoices, contracts, delivery notes and forms, whether PDF, photo or scanned paper, and enter it into your ERP, invoicing tool or a spreadsheet. It is for businesses that spend hours keying documents into the computer, such as accounting firms, logistics, insurance and admin-heavy offices. Data goes in faster and with fewer mistakes, and a person only reviews the uncertain cases.
Less typing, more checking
Keying one invoice into the computer takes a minute. Keying hundreds a month takes whole days, and a mistyped figure only comes to light weeks later. With document intelligence, AI reads each document, pulls out the data and enters it into your system. Your team stops typing and only confirms what the software flags as uncertain.
Checked before it reaches your system
Reading the text is only half the job. Every document goes through checks before it reaches the ERP: is the tax number valid, do the totals match the lines, do the VAT rates make sense, has this invoice already been entered? When a rule fails, the document goes to review with the problem highlighted. Errors are stopped at the door instead of turning up at month-end.
Transparent for staff and customers
Your team always knows which data came from AI and how confident it was, and every correction is logged. If your customers send documents through a form or a client portal, we tell them the documents are read by an AI system. Originals are archived and linked to the extracted data, so anyone can pull one up in seconds.
The first step in an automated process
Once read, the data can go further. An AI agent can request approval for an invoice, chase a customer for a missing document or update a case file. Where the destination has no connection yet, we build one through integrations and APIs. The stages of the work are set out in how we work.
What you get
- Reading of invoices, receipts, contracts, delivery notes, policies and forms
- Intake by e-mail, shared folder, scanner or upload to a portal
- Automatic checks on tax numbers, totals, VAT rates and duplicates
- A review queue where your team confirms the fields with lower confidence
- Data sent to your ERP, invoicing tool, CRM or spreadsheets
- A searchable archive of the original documents, linked to the extracted data
Best for
- Accounting firms receiving client invoices in every format imaginable
- Logistics companies handling delivery notes, CMRs and proofs of delivery
- Insurance intermediaries copying data from policies and claim forms
- Admin departments keying supplier invoices in by hand
Typical features and modules
Communication & leads
- Advanced forms
Integrations & automation
- ERP / invoicing connection
- Spreadsheet import/export
- Workflow automation
- Custom API
- CRM connection
AI add-ons
- AI transparency & logging
Compliance & security
- Security hardening
Hosting, e-mail & maintenance
- Monthly maintenance
How we deliver it
Collecting a real sample of the documents you receive, including the hardest cases
Agreeing the fields to extract, the checks and where each piece of data should go
Build and tuning against the sample, measuring where reading succeeds and where it fails
Launch with a person reviewing every document for the first few weeks
Gradually narrowing review to the fields and documents with lower confidence
Frequently asked questions
Which documents can you read?
Invoices, receipts, purchase orders, delivery notes, contracts, policies and forms, whether PDF, photo or scan. Handwritten documents can be read too, but need more human review. We test with a sample of your own documents before proposing a solution.
Is the reading always accurate?
No, and no system is. That's why every field gets a confidence score and goes through checks, such as the Portuguese tax number's check digit or whether the totals add up. Anything below the threshold we agree goes to a human review queue rather than slipping into your system unseen.
Do Portuguese invoices make it easier?
Yes. Invoices issued by certified software in Portugal carry a QR code holding the tax number, totals and VAT. Where the code is present we read it first, and use AI for the rest, such as invoice lines and invoices from abroad.
Does it connect to our ERP or invoicing tool?
In most cases, yes, through an API or import files. We can connect to ERPs such as PHC, Primavera and Sage, and to spreadsheets if that's what you use. We check what each system supports before we start.
What about document privacy?
Documents can be hosted on servers in Europe, with per-user access and a log of every view. We choose AI providers that sign a data processing agreement, and your team can always see which fields were filled in by AI. If customers send you documents, the upload form tells them they are read by an AI system.
How much does it cost?
Every project is quoted by hand from your requirements, so pricing is on request. The AI usage cost depends on how many pages you process each month, and we explain it in the proposal. Request a quote
Shall we talk about your project?
Tell us what you have in mind and what you want to achieve.