Read, extract, and post the document. Leave the humans to handle the exceptions.
Document & Invoice Automation uses language and vision models to read supplier invoices, claims forms, delivery dockets, and contracts, extract the fields that matter, and post them straight into your ERP or claims system. A human only sees the exceptions. Built for mid-market AP, claims, and contracts teams who are drowning in PDFs.
What usually breaks
You are paying an AP clerk $75,000 a year to open PDFs. Every week. That clerk spends most of the day retyping the same seven fields from a supplier invoice into MYOB, Xero, NetSuite, or Pronto. On the good days they close 120 invoices. On the bad days a supplier sends a scan of a scan and the whole thing slows down.
Claims assessors do the same work in a different uniform. Damage report arrives as a PDF. They read it, type the extracts into Guidewire or Duck Creek, and move on. Contracts administrators do it with subbie agreements. Council officers do it with development applications. The cost is hidden because nobody books it as a line item, but it is the single biggest drag on the back office of every mid-market insurer, builder, council, and logistics operator we meet.
The work is boring, error-prone, and hard to scale. When volume spikes you either pay overtime, let the backlog grow, or miss the early-payment discount. None of those options are good.
How this lands inside your operation
Inside your business it looks like this. A supplier emails an invoice to ap@yourcompany. The system reads it, pulls out supplier name, ABN, invoice number, date, line items, GST, and totals, matches it to the PO in NetSuite, and posts it. The AP clerk sees a queue of three exceptions for the day: one GST mismatch, one unknown supplier, one line item that does not reconcile. They fix those and go home on time.
Claims runs the same pattern. PDF damage report hits the shared inbox. The system extracts claimant details, policy number, incident date, damage description, and estimated costs. It lands in Guidewire with a confidence score. The assessor opens only the ones flagged for review.
This is for you if…
- A CFO or head of finance watching AP headcount grow faster than revenue
- A claims manager whose assessors type more than they assess
- A contracts administrator drowning in subbie paperwork from 80 active sites
- A council CFO whose staff process thousands of applications a year by hand
- Any business where the ERP is MYOB, Xero Business, NetSuite, or Pronto, or the claims system is Guidewire, Duck Creek, or homegrown
This probably isn't the right fit if…
- Organisations processing fewer than a few hundred documents a month. The ROI is not there.
- Teams that need every document approved by a human regardless of confidence. You will not get the efficiency gain.
- Businesses with no system of record to post into. Fix that first.
The engagement, step by step
- 1
We catalogue your document types, sample 200+ real examples, and agree which fields matter for each one.
- 2
We stand up a processing pipeline that reads email inboxes, shared drives, or scanner folders where documents arrive today.
- 3
Vision and language models extract the structured fields, with a confidence score attached to each value.
- 4
High-confidence records post straight into your ERP or claims system through the native API or flat-file import.
- 5
Low-confidence records land in a review queue with the original document and the proposed extraction side by side.
- 6
Every human correction feeds back into the model, so the confidence threshold covers more of the volume each month.
- 7
An audit trail records which document was processed, what was extracted, what the human changed, and who approved it.
Before and after
Documents we handle well vs still need a human
Being honest about where the AI works and where it does not is part of the sell. This table goes on the page.
| Document type | How we handle it | Confidence |
|---|---|---|
| Supplier invoices (PDF, scanned, emailed) | Extract, match to PO, post to ERP | Strong |
| Delivery dockets | Extract line items, reconcile against receipted quantity | Strong |
| Expense receipts | Extract vendor, date, amount, GST, category | Strong |
| Simple contracts (standard templates) | Extract counterparty, term, value, renewal date | Strong |
| Insurance claim forms (digital) | Extract claimant, policy, incident, damage, estimate | Strong |
| Timesheets | Extract worker, hours, cost code, approver | Strong |
| PO acknowledgements | Extract PO reference, confirmed price, confirmed date | Strong |
| Complex multi-party contracts with legal nuance | Human reviews first pass | Needs a human |
| Handwritten forms in poor-quality scans | Human reviews first pass | Needs a human |
| Documents in a language we have not trained for | Human reviews first pass | Needs a human |
| Forms with non-standard layouts we have not seen | Human after first 20-50 samples, then AI takes over | Trained in |
If you send us 20 samples of a document type we have never seen, we will tell you honestly whether it sits in column one, column two, or column three before you commit to the build.
What changes once this is in
AP and claims teams get their week back
Manual keying drops by most of the volume inside 90 days. AP and claims staff get their week back for exception handling, supplier management, and the judgement work they were hired for.
Payment cycles shortened
Invoices post the same day they arrive. Early-payment discounts that used to slip through the cracks get captured. Late-payment penalties disappear from the ledger.
Error rates below the human baseline
Within 90 days, extraction error rates fall below what a fatigued clerk produces at 4pm on a Friday. Every error is traceable to a specific document and a specific field, so fixing them is quick.
A defensible audit trail
Every decision logged. Every correction logged. Every approval logged. When your auditor asks why that invoice was posted at that GST rate, the answer is one click away.
The capabilities behind this
AI Development
Production-ready AI agents, chatbots, and multi-agent systems, built senior-led end-to-end.
Learn moreAdvanced Analytics & ML
Predictive models, recommendation systems, forecasting, and MLOps, delivered with a ruthless ROI focus.
Learn moreInsight-to-Action Systems
Close the gap between what your data knows and what your business does. The architecture from insight through decision to action.
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Let's talk about Document & Invoice Automation.
30-minute call, no slides, no obligation. We'll tell you plainly whether this is the right fit for what you're trying to do.
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