We pull structured data out of the paperwork that eats your week, check it against your rules, route it, and make the pile searchable. Exceptions go to a person.
Every business runs on paperwork it did not design. Supplier invoices in twelve different layouts. Remittances that arrive as a PDF attached to an email. Purchase orders, delivery dockets, SWMS, permits, contractor inductions, certificates of currency, contracts with a renewal date buried on page nine. Document processing automation in Australia usually starts in exactly this place: someone in your office is reading these one at a time and typing what they see into another system.
The job has three parts. Get the data out of the document. Check it against rules that matter — does the invoice match the purchase order, is the licence still current, is this the rate we agreed. Then send it where it needs to go, whether that is Xero, MYOB, SimPRO, Procore or a spreadsheet your team refuses to give up. A fourth part is often just as valuable: making the whole pile searchable, so a question about a clause or a spec gets answered in seconds instead of an afternoon.
Here is the part that most vendors skip. Extraction is not one hundred per cent accurate and anyone who has run it at volume knows that. A crumpled photo of a docket taken in the sun, a scanned fax, a supplier who redesigned their invoice last month — these produce errors. The measure of a good system is not that it never gets anything wrong. It is that it knows when it is unsure, holds those cases for a person, and lets you see exactly what was changed and why.
Reading supplier invoices and remittance advice into structured fields — ABN, invoice number, dates, line items, GST, totals — then matching against the purchase order and receipt before anything reaches your accounting system. Mismatches stop and wait.
Delivery dockets, weighbridge tickets, prestart checks and plant inspections, usually photographed on a phone in bad light. We handle the capture, the poor image quality and the follow-up when a docket never arrives against a job.
SWMS, permits, contractor inductions, insurance certificates and licences — extracted, filed against the right contractor or job, and tracked to their expiry. This is the core of most construction and trades work we do, where an expired certificate is a site access problem, not an admin problem.
Pulling key terms out of contracts, policies and claims documents: parties, dates, renewal and notice periods, limits, exclusions. Useful across financial services and insurance, where the answer exists but is buried in a folder of PDFs.
A search layer over your own document set that answers questions in plain language and cites the source page. It replaces the "who remembers where the 2023 spec went" message in the group chat.
Every low-confidence result, rule breach and unmatched document lands in a queue with the original page beside the extracted fields. A person confirms or corrects in seconds. Corrections are recorded, so you can see where accuracy actually sits.
We collect a real sample — ideally a few hundred of your actual documents, including the ugly ones. Clean samples produce optimistic estimates, and optimistic estimates are how these projects go wrong.
We map what happens to each document now: who touches it, what gets checked, where it ends up. Most of the saving comes from removing handoffs, not from the extraction itself. Where the destination is still a spreadsheet, this often becomes a case for replacing that spreadsheet with a proper system.
We set field-level confidence thresholds, the rules each document must pass, and what happens when it fails. Then we build and test against your sample, and report accuracy per field rather than as a single flattering headline number.
Extracted data goes into the systems you already run through their APIs, and the review queue goes wherever your team already works. The wider pattern is covered on our AI integration services page.
Formats change and suppliers change. We watch correction rates in the review queue each month and retune the fields that are slipping.
It varies by field and by document quality. Clear, consistent fields like invoice totals and dates perform well. Handwriting, poor phone photos and free-text line items are harder. We report accuracy per field on your own sample before go-live, and we set the confidence threshold so uncertain results go to review rather than straight through.
It goes to a review queue with the original document beside the extracted fields, so a person can correct it in a few seconds rather than re-keying the lot. Corrections are logged. Over time that log tells you exactly which document types and which suppliers cause the trouble, which is often useful information on its own.
Pricing is a monthly subscription with a three-month minimum term, monthly billing and 30 days' notice to cancel, rather than a fixed project fee. The amount depends on document volume, how many formats you deal with and how many systems we integrate. Build, integration, hosting and ongoing tuning are all inside the subscription.
The heaviest ask is early: gathering a real document sample and giving us a few hours to walk through how each type is handled now. During the build your team carries on as normal. When it goes live, the day job changes from typing documents to checking a queue, which most people pick up in one sitting.
In Australian regions — Azure Melbourne and AWS Bedrock Melbourne for anything we host. Documents can also stay where they are now, in SharePoint or your document management system, with the extracted data pushed to your business systems. We agree the storage arrangement during design rather than assuming it.
Usually, yes — that is the reason to use this approach rather than a rigid template tool. Modern extraction reads layout and context rather than fixed coordinates, so a supplier redesigning their invoice does not break it. New or unusual formats will show lower confidence at first and land in review until they settle.
A first conversation costs nothing and usually ends with a clearer idea of what is worth building — sometimes that answer is “not yet”, and we will say so.
No lock-in templates. Built around you.