Use case · Documents
Get documents out of the re-keying pile.
Document automation receives a file, classifies it, extracts the relevant data and passes it to your business system, with human approval for uncertain cases. The aim is not to remove people, but to remove repetitive re-keying.
- PDF invoice
- Case file
- Extracted fields
- Discrepancy flagged
- Documents
- Invoices, purchase orders, forms, contracts, attachments.
- Channels
- E-mail, file upload, shared folder, scan.
- Destination
- ERP, accounting, CRM, DMS or spreadsheet.
The flow
Five steps, not a black box.
- 01
Receipt
The document arrives by e-mail, file upload or scan, through the channel you already use. The original is kept as is.
- 02
Classification
The system identifies the document type: invoice, purchase order, form, contract.
- 03
Extraction
The relevant fields (amount, date, reference, contact details) are extracted and structured, with a confidence level for each field.
- 04
Approval
Clear cases move forward; uncertain or incomplete cases are submitted to a person, with the document shown next to the extracted data.
- 05
Integration
Approved data is passed to your business system, once only, with a record of every step.
VELLORNE approach
The confidence threshold is set with you.
A poorly extracted document that goes straight into the ERP costs more than manual re-keying. The system passes the case to a person as soon as confidence is insufficient, rather than forcing 100% automation.
- A missing field stays missing; it is never guessed.
- Amounts and references are checked by rules.
- Duplicates are detected before integration.
Document types
What we process most often.
Invoices
Supplier and customer: matching against orders, detecting discrepancies.
Orders and quotes
Items, quantities, lead times and terms, ready to be taken into the ERP.
Files and forms
Completeness checks and reminders for missing documents.
Attachments
Automatic sorting of documents received by e-mail into the right folder.
Frequently asked questions
Document automation, without promising 100%.
Do we need to change our ERP or CRM?
No. Automation connects to what you already use, via API, database, files or middleware, depending on what your software allows.
What happens if the extraction is wrong?
Low-confidence cases are held for approval rather than passed on. The threshold is set with you according to how critical the document is.
Can we see who approved what?
Yes. A log records receipt, extraction, approval and transfer to the business system.
From what volume does it pay off?
It depends on the time spent today and how regular the volume is. We prefer to start with a limited scope and measure, rather than announce a generic threshold.
Documents
A document type that comes back every week?
Show us a few anonymised examples: we will tell you what can be automated and with what level of control.