AI automation · Document automation
DocTrace — invoice & form data extraction
Invoices, forms and delivery notes get read, checked and posted into the systems that own them — instead of retyped by hand.
The workflow
- Document arrivesEmail, scanner, upload or phone photo
- AI extractionType detected, the right fields read
- ValidationConfidence per field, totals cross-checked
- Business rulesYour thresholds and approvals
- RoutingTo the owning system — or a reviewer
- System updateAccounting, ERP, HR, inventory
01 The problem
You know this one.
The pattern, what it costs you, and what changes once it is built.
- What happens today
- Paperwork reaches you five different ways, and somebody opens each file and retypes the same handful of fields into whichever system needs them.
- Why it matters
- It is work nobody puts on a job description. It grows with volume, not value — and a mistyped digit does not surface until month-end.
- What changes
- Documents are read, checked and filed automatically. The only ones a person opens are the ones the system flagged.
- What improves
- Staff time moves from data entry to exceptions, and every figure in your books links back to the page it came from.
02 Watch one run
Follow one invoice from inbox to ledger.
Scroll and the pipeline moves with you. On a phone it plays by itself — tap it, or a stage name, to take control.
In the queue 38 today
-
InvoiceINV-2291
-
Purchase orderPO-4471
-
New starterOnboarding–Rai
-
Delivery noteDN-7730
Step 1 · Intake
- 14Email
- 9Office scanner
- 11Web form
- 4Shared drive
Four channels, one queue. Nothing sits waiting for somebody to notice it.
Step 2 · Classify
- Invoice98% ✓
- Purchase order96% ✓
- Onboarding form99% ✓
- Delivery note91% ✓
Type first, fields second — an invoice and a new-starter form have almost nothing in common.
Step 3 · Extract INV-2291
- VendorNorthline Traders ✓
- Invoice no.INV-2291 ✓
- Net · Tax64,200 · 8,346 ✓
- Due date12 Sep 2026 ✓
A new-starter form would read out a different set entirely — start date, department, emergency contact.
Step 4 · Validate
- 6 fieldsConfident ✓
- Tax IDHandwritten · 64% ⚠
- Total checkOff by 0.02 ⚠
- Sent for review2 of 8 fields
Nothing is written until it passes your checks. A person only ever opens the flagged ones.
Step 5 · Post to your systems
- AccountingBill created — INV-2291 ✓
- ERPPO-4471 matched to receipt ✓
- HR systemEmployee record created ✓
- InventoryStock movement logged ✓
Every write links back to the page it came from, so any figure can be traced to the document that produced it.
-
Intake
Documents arrive the way they already arrive — as email attachments, from the office scanner, through a web form, as a photo somebody took on their phone. They land in one queue instead of four.
-
Classify
Before anything is read, each document is sorted by what it actually is. This matters more than it sounds: the fields worth pulling off an invoice are nothing like the ones on a new-starter form, and guessing wrong wastes the whole step.
-
Extract
Now it reads. Each document type has its own field set, tuned to your actual paperwork — a vendor, a net, a tax figure and a due date on an invoice; a start date, a department and an emergency contact on a new starter.
-
Validate
Every field carries a confidence score, and the numbers are cross-checked against each other. A handwritten box it cannot quite read, or a total that does not add up, stops here and waits for a person rather than quietly becoming your data.
-
Post
The finished record goes to the system that owns it — invoices to accounting, purchase orders to your ERP, new starters to HR, delivery notes to inventory. One queue in, four systems out, no retyping in between.
03 The engagement
What you get, and what it takes.
A fixed price is agreed in a written scope before anything is built. The discovery call that comes first is free.
What you get
- Document workflow audit
- Field-extraction tuned to each of your document types
- Auto-population into every destination system
- Confidence thresholds and a review queue you control
What we need from you
- Samples of each document type — 20 to 50 of each is plenty
- Access to the destination system, by API or import
- The checks a person applies today, written down or talked through
Timeline
4–8 weeks
From signed scope to running in your systems, with working software shown to you at every milestone.
Connects to tools like these — and anything with an API or export
- Gmail
- Outlook
- Shared drives
- Office scanners
- QuickBooks
- Xero
- Tally
- Odoo
- SAP
- Custom databases
04 Questions
Before you automate documents.
What if a document is handwritten or badly scanned?
Every field carries a confidence score. Anything below your threshold — a smudged tax ID, a total that does not add up — is held for a person to confirm instead of being written to your system.
Which document types can it handle?
Invoices, purchase orders, delivery notes, forms, applications, receipts and most structured records. Each type gets its own field set, tuned on samples of your actual paperwork.
Does it replace our accounting software?
No. DocTrace feeds the systems you already use. It removes the retyping, not the system.
05 Often combined
Most engagements use two or three.
The five automations share one engineering spine, so they combine cleanly — and feed the same data into SolmiriX if you use it.
SupportRoute
Email, chat, WhatsApp and voicemail sorted the moment they land — so the urgent one reaches a person while it still matters. SupportRoute
ProspectRoute
Every enquiry captured, scored and assigned to the right rep within minutes — with a clock on it, so nothing goes cold. ProspectRoute
UnifyCore
Two systems that cannot talk, connected in both directions — with retries, a review queue and an alert instead of silence. UnifyCore
KnowledgeAssist
An assistant that answers from your own handbook in plain language — and cites the section it came from. KnowledgeAssist
Want to see DocTrace on your own process?
Tell us how the work gets done today. We will tell you plainly whether this is the right fit — and what it would take.