What we automate
| Workflow | What it does | Typical input |
|---|---|---|
| OCR and data extraction | Reads text and selected fields from scans and photos | Invoices, purchase orders, IDs, forms |
| PDF processing | Splits, merges, renames, stamps and files PDFs by rule | Batches of scanned or exported PDFs |
| Document generation | Fills templates from data to produce contracts, letters or reports | Form submissions, spreadsheet rows, portal data |
| AI enquiry assistant | Answers common questions and routes the rest to the right person | Website chat, email, WhatsApp |
| Workflow automation | Onboarding steps, document requests, approvals, reminders, reporting | Events in your portal or inbox |
How an OCR workflow is built
- Sample: you send a representative set of real documents, including bad scans and unusual layouts.
- Field list: we agree which fields matter (for example vendor, date, total, PO number) and where the results should go.
- Test run: we run the sample and show you where extraction is reliable and where it is not.
- Review step: low-confidence fields are flagged for a person to check instead of passing silently into your records.
- Go-live and tuning: we watch the first live batches and adjust rules for layouts that cause trouble.
OCR is not perfect reading. Quality depends on scan resolution, print clarity, handwriting and layout. A well-designed workflow plans for errors instead of assuming there will be none.
Our guide to OCR for small and mid-sized businesses covers accuracy limits and workflow design in more depth.
Who this suits
- A wholesaler whose staff key in supplier invoices from PDFs every week.
- A property maintenance company that collects signed work orders as phone photos.
- A staffing or services firm that sends the same contract template with different details dozens of times a month.
- Any team that answers the same ten questions by email all day.
Package or quote
Standalone AI assistants and workflow automations outside a package are scoped and quoted in writing; there is no public price. Send us a description of the workflow and a few sample documents with sensitive details removed.
Limits
- We do not promise a specific accuracy rate before testing on your documents.
- AI assistants answer from the information you approve and hand off to a person when unsure; they are not a substitute for professional judgment.
- Integrations depend on what your existing systems allow through their APIs or exports.
Common questions
Where do extracted data and documents go?
Wherever your process needs them: a portal record, a spreadsheet, an accounting import file or a folder structure. We agree destinations during scoping and limit access by role.
Can the AI assistant answer in WhatsApp?
Yes, an assistant can work on your website, by email or on WhatsApp. It answers from content you approve and routes anything outside that to the right person on your team.
Do we need Digital Office Premium for automation?
No. The package bundles OCR and document generation with portals. If you only need one workflow, we scope and quote it separately in writing.