What we build
Document and Data Workflows
Every morning the orders inbox holds forty PDF purchase orders, each in a different customer's format. Someone opens each one, finds the customer in the ERP, checks the items and prices, and re-types it all—introducing a typo every few orders that ships as the wrong item or bills at the wrong price. The same pattern repeats for vendor invoices, claims photos, spec sheets, and the spreadsheet a key account insists on sending.
A document and data workflow turns that pile into a process. Incoming emails, PDFs, forms, and spreadsheets are read, matched against your master data, validated against your rules, and placed in a structured queue. Clean documents flow straight through; mismatches go to a person with the problem already identified.
When you need this
- Staff spend hours a day transcribing PDFs, emails, or spreadsheets into the ERP or accounting system.
- Order errors trace back to mis-keyed part numbers, quantities, or prices from incoming documents.
- Documents arrive in one inbox and get "processed" by whoever has time, with no queue and no priority.
- Certificates, inspection reports, or compliance documents get filed—if they get filed—in folders nobody can search.
- A customer or vendor's document format is a recurring source of manual work, but asking them to change it is not an option.
What the system does
- Monitors inboxes, folders, and portal submissions for incoming documents, and reads each format you define—including the spreadsheet only one customer uses.
- Extracts the fields that matter—customer, PO number, line items, quantities, prices—and matches them against your ERP master data.
- Applies your validation rules: known customer, valid items, price within tolerance, credit status clear. Clean documents proceed untouched.
- Routes only the exceptions to a reviewer, showing the document and the conflict side by side: "PO says $18.40, contract says $19.10."
- Files the original document against the resulting record, so the PDF behind any order or claim is one click away—searchable, not buried.
Illustrative Workflow: a PDF purchase order becomes an order
How a customer's emailed PO moves from attachment to validated order. People touch only the documents that fail a rule; the rest flow straight through to the ERP.
Illustrative Workflow — not a client system
How it connects to your existing systems
The workflow watches the inboxes and folders you already use—no new addresses for customers to learn. Validation runs against live customer, item, and pricing data from your ERP or accounting system, and finished documents become real records there through our integration layer. Exception review happens inside your workflow system, so a mismatched PO enters the same queue and escalation rules as every other exception in the business.
Related problems and industries
- Manual data entryThe transcription hours this workflow removes.
- Order entry errorsWhere mis-keyed documents turn into mis-shipments and credit memos.
- Lot traceabilityCertificates and lot documents, filed so a recall takes minutes.
- Food manufacturingWhere every incoming document can carry a compliance obligation.
Common questions
- Accuracy matters less than verification. The system extracts what it can and validates everything against your master data—known customer, valid item, price in tolerance. Anything it cannot confirm goes to a human with the uncertainty flagged. Nothing reaches your ERP unvalidated, which is more than a tired person at 4 PM can promise.
- Purchase orders, vendor invoices, claims with photos, packing slips, certificates of analysis, inspection reports, and structured spreadsheets. We define each document type with you during the build—your customers' real formats, not idealized ones.
- It eliminates the transcription, not the judgment. Staff stop re-typing clean documents and instead work the exceptions—price disputes, unknown items, credit issues—where their knowledge of customers actually matters. Most teams absorb volume growth without adding headcount.
- The first document in a new format fails validation and lands in exception review, where someone maps it once. From then on the format is known. A changed format causes one reviewed document, not weeks of quiet errors.
How many hours this week went to re-typing documents?
A Workflow Review counts the transcription work and the errors it produces—and defines the document flow worth automating first.