Example
Extract and review PDFs and invoices.
An illustrative workflow for PDFs, invoices, and scans: extract data, review it against the source, and hand it over in a clear structure.
Illustrative example.
- 01 Input
- 02 Extraction
- 03 Approval
- 04 Filing
Data is accepted only after review
For PDFs and invoices that are copied by hand today.
This workflow fits when documents regularly need to be found, renamed, extracted, and moved into folders or systems.
- Useful for invoices, attachments, scans, and recurring forms with recognizable fields.
- A first version collects new files, extracts key values, and prepares a reviewable filing or handover step.
- If your process demands direct ERP syncing, historical bulk migrations, or multi-stage approval chains, it moves into our larger operational workflow category.
Typical sources / tools
We link your existing file directories or email addresses to automatically capture incoming documents without manual searching.
- Email attachments
- Scan folder
- Drive/SharePoint
- Accounting tool
Starting Point
Documents arrive as email attachments, scans, downloads, or files in a shared folder. Invoices, forms, delivery notes, or project documents need to be found, renamed, checked, and copied into another system or the right folder.
Over time, small frictions add up: files sit in several places, field values are entered twice, and nobody can see immediately what has already been checked.
First System
A shared document intake collects new files in one place. The system detects the document type, extracts relevant fields, and suggests a filename, target folder, or next step.
A loose file becomes a reviewable document card: original file, detected type, extracted fields, proposed filing, and a note on what is still uncertain.
Human Approval
No document is moved or overwritten without review: a person compares the extracted fields with the original PDF before any data is exported to your folders or tools.
Especially with invoices, contracts, or customer documents, responsibility stays with a person. The system prepares the review, but does not make it invisible.
Result
Documents land in a cleaner structure. Important fields are visible before handover, and the next person can see what has already been checked.
The priority is a safe handover, not full automation. How often extracted values need correcting becomes clear quickly on your real documents.
Possible First System Scope
We focus our first sprint purely on the most frequent document types. This keeps the initial scope straightforward and testable:
- shared document intake
- PDF and text extraction
- document type suggestion
- preview of extracted fields
- proposed filename or target folder
- visible approval action
- handover note or export
Not Included
To focus on reviewable extraction in the first step, these more complex requirements are excluded for now:
- full DMS replacement
- accounting or tax evaluation
- automatic payment approval
- deletion of original files
- migration of old document archives
- legal review of document contents
Price Range
A workflow like this usually falls in the Automation sprint range: 2,500-8,000 EUR.
Automation sprintSend me an anonymized sample PDF. I will tell you plainly what can be prepared safely and what is better left in human hands.