Manual re-keying
Staff copy values from scanned documents into templates or systems one field at a time.
Document processing automation
Turn scanned documents into verified, business-ready data.
Extract defined fields from PDFs, images and emails, validate the results, create approved outputs and route exceptions without losing traceability.
Controlled workflowSingapore / SG
- Receive the source file from email, form or controlled folder
- Classify the document and extract approved fields
- Validate required values, formats, confidence and cross-output parity
- Create the outputs, route exceptions and notify the reviewer
Human review where requiredTraceable outputsExisting systems
Operational context
Start with the friction your team can see and measure.
Variable layouts
Supplier and customer documents present the same information in different positions and formats.
Quality risk
Missing fields, unclear scans and inconsistent units can create costly downstream corrections.
Disconnected outputs
Different teams need Excel, XML, CSV, CRM or folder outputs from the same source.
How the workflow operates
A clear route from input to controlled outcome.
- 01Receive the source file from email, form or controlled folder
- 02Classify the document and extract approved fields
- 03Validate required values, formats, confidence and cross-output parity
- 04Create the outputs, route exceptions and notify the reviewer
Suitable applications
Use cases grounded in operational work.
Final scope depends on your data, systems, decision rights and acceptance criteria.
Supplier quality documents
Certificates, test results, specifications and inspection records.
Finance and procurement
Invoices, purchase orders, delivery orders and supporting documents.
Project and compliance records
Forms, declarations, checklists, permits and evidence packs.
Control by design
Automation should make ownership clearer.
The workflow is designed around approved access, validation, review and traceability, not only speed.
- 01Role-based access aligned to the systems in scope
- 02Validation rules and confidence thresholds
- 03Human review for exceptions and high-impact actions
- 04Non-overwriting outputs, tracking records and notifications
Finance and procurement: agree the output contract
Before building an invoice, quotation or certificate workflow, agree field names, required values, matching rules, output format and exception ownership. Keep extraction separate from payment approval, accounting posting and technical acceptance.
- Start with redacted samples and a reference set checked by your team.
- Test missing fields, duplicate files, multiple layouts and conflicting values.
- Send reviewed outputs to a test destination before approving production updates.
What a document pilot report should contain
Report sample size, document types, field-level accuracy, completion rate, exception rate and human-review time. State what was excluded. Do not generalise a demonstration result to every supplier, document type or customer workload.
Questions to resolve
What to confirm before implementation.
01Can the workflow use our existing software?+
Usually, yes. Feasibility depends on the access methods provided by each system. We assess APIs, approved connectors, file locations, email triggers and security requirements before confirming the design.
02How do you handle uncertain results?+
The workflow can apply required-field checks, confidence thresholds and business rules. Uncertain or high-impact cases are routed to an authorised person with the source and context needed for review.
03How is success measured?+
The pilot uses agreed measures such as processing time, field accuracy, exception rate, completion rate, staff effort and auditability. Targets are confirmed against representative data before production use.
04Do you guarantee a fixed saving?+
No. Results depend on process design, data quality, volume, system access and adoption. Any calculator or example on this website is illustrative until validated with your actual workflow.
05Does extracting an invoice mean it can be paid or posted automatically?+
No. Extraction produces candidate data. Matching, business validation, authorisation and any required human approval must be defined separately before payment or accounting actions are considered.
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