C-14Document & Data Automation
How many hours a week does your team spend re-typing what is already written down?
Invoices, forms, applications, statements. Read once by software, checked by a person only when needed.
The short answerquotable
Document and data automation from AiS LABZ reads the invoices, forms, contracts, PDFs and emails your business receives, extracts the fields that matter, validates them against your rules and writes clean records into your accounting, CRM or operations systems. Anything uncertain is flagged for a quick human check instead of being guessed. We build it around the documents you actually receive.
The cost of manual data entry
The information already exists. Someone is paid to type it in again.
Invoices keyed by hand
Supplier, amount, date, line items, typed into the accounting system one at a time.
Forms re-entered into the CRM
A customer fills in a form; a member of staff fills in the same form again.
Attachments buried in email
The document arrives in an inbox and waits for someone to open it.
Errors found at month end
A mistyped figure surfaces at reconciliation, weeks after it was entered.
Approvals without the document
The approver asks for the PDF that is already attached three emails up.
Contracts nobody can search
Renewal dates, terms and obligations locked inside scanned files.
Spreadsheets as a database
Extracted figures pasted into sheets that drift out of date within a week.
Peaks that need temps
Volume spikes mean overtime or temporary staff doing data entry.
How document automation works
Document in. Clean, validated record out. A person checks only the exceptions.
Human approval can be added at any step. Every run is logged.
Document received
Email, upload, scan, portal
Classify
Invoice, form, contract, statement
Extract
Fields and line items read
Validate
Your rules, totals, duplicates
Confidence check
Uncertain fields flagged
Human review
Exceptions corrected in minutes
Record written
Pushed to your systems and logged
C-14 · Document & Data Automation
Read once. Typed never.
Invoices, forms and contracts become clean records in your systems, with a person checking only the exceptions.
What we can automate
Documents and data flows we handle.
Scoped to the documents you receive most. We start with the highest-volume type and add the rest.
- Invoice data extraction into Xero, QuickBooks or your ERP
- Purchase order and receipt matching
- Application and intake form processing
- Contract data capture: dates, parties, terms, renewals
- Bank and card statement processing
- Expense classification and coding
- Email attachment capture and filing
- Duplicate and anomaly detection
- Data cleaning and record de-duplication
- Spreadsheet to database migration
- Scheduled reconciliation preparation
- Document generation from structured data
Human where it matters
Flag it, do not guess it.
Confidence scoring decides what a person sees. The review queue is short, and it gets shorter.
- 01Every extracted field carries a confidence score
- 02Low confidence or failed validation goes to review
- 03Reviewers correct in a single screen, not the source system
- 04Corrections improve the next extraction
- 05Every record links back to its source document
What this improves
What this improves.
Hours of data entry removed
Documents are processed as they arrive, not in a Friday batch.
Fewer errors
Validation catches mistakes before they reach the books.
Searchable records
Contracts and forms become data you can query and report on.
Volume without overtime
Peaks are absorbed by software, not by temps.
Example workflow / finance
A representative workflow, not a client case study.
The exact steps depend on your accounting system, your approval rules and the documents you receive.
- 01Supplier invoice arrives as a PDF in the accounts inbox
- 02Classified as an invoice; supplier matched to the vendor list
- 03Amount, date, line items and tax extracted
- 04Checked against the purchase order and for duplicates
- 05Total mismatch flagged; reviewer corrects in one click
- 06Bill created in the accounting system; approval routed
What could you automate?
Use cases by department.
Every workflow is customised around the way your team actually operates. These are the starting points we see most.
- Lead research and enrichment
- Lead qualification and scoring
- CRM updates from email and calls
- Personalised follow-ups
- Meeting preparation briefs
- Proposal drafting
- Lead routing to the right owner
- Pipeline hygiene and reminders
- Campaign data collection
- Content workflows and approvals
- Lead hand-off to sales
- Weekly reporting
- Customer segmentation
- Review monitoring and replies
- SEO content briefs
- Ad spend anomaly alerts
- FAQ handling
- Ticket classification
- Response drafting
- Knowledge retrieval
- Escalation with context
- Appointment scheduling
- Call handling
- Post-resolution follow-up
- Data synchronisation
- Order processing
- Procurement workflows
- Internal requests
- Status tracking
- Scheduling
- Notifications
- Quality checks
- Invoice data extraction
- Payment reminders
- Expense classification
- Reconciliation preparation
- Reporting
- Approval routing
- Supplier statement matching
- Cash-flow summaries
- Automated reports
- KPI summaries
- Meeting preparation
- Exception alerts
- Task follow-up
- Information consolidation
- Board pack drafting
- Decision logs
Have another process in mind? Tell us what you want to automate.
Common questions
The practical version.
High on clean, typed documents and lower on poor scans and handwriting, which is why every field carries a confidence score and anything uncertain goes to a reviewer. We measure accuracy on your real documents during the diagnostic and report it before you commit.
Xero, QuickBooks, Sage, NetSuite, Microsoft Dynamics, HubSpot, Salesforce, Airtable, Google Sheets and most systems with an API or CSV import. Where there is no integration, we build one.
Documents are processed in a private environment, never used to train public models, and retained only as long as you specify. Access is scoped per integration and every action is logged. We work within your data-residency requirements.
Yes, with lower confidence, so more fields are routed to review. For handwriting-heavy forms we often redesign the intake step so the data arrives typed, which removes the problem at source.
A single document type such as supplier invoices typically runs in supervised mode within two to three weeks. Additional document types are added one at a time, each measured on your own samples first.
Proof
Document & Data Automation in practice
Real engagements, dated results, client names withheld.
B2B consultancy automation stack
HTML crawlers can read, up from 39 bytes. B2B consultancy.
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One measurement layer across a network of locations.
Read the case studyFree 15-minute diagnostic
Send us a sample of the documents your team re-types.
We will run them through an extraction test and show you the accuracy before any build starts.