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Document processing Free consultation

For teams drowning in documents

Document processing automation, from inbox to insight.

Invoices, orders, claims and forms arrive by email, scan and portal. We build the pipeline that captures, classifies, extracts, normalizes and delivers them into your ERP or CRM, with a person approving anything that breaks a rule.

Book a free consultation See the five stages

A senior engineer, not a sales deck. If it is worth building, the next step is a systems audit priced to your scope, from $2,500, credited against the build.

KWESTRA · DP-01DATE2026-10-03TOTAL$12,480.00VENDORV-1043INVFORMORDORDINVFORMMAILSCANAPIINVORDFORMFILESCRMERPLIVE0002FILESCRMERPRETURNEDAER
  1. 01 Capture Mail, scan and API hoods
  2. 02 Classify Reading arch and lane pushers
  3. 03 Extract Gantry and scan head
  4. 04 Transform Flap board and approval gate
  5. 05 Deliver Router and live dashboard

Example run on synthetic documents. Nothing is uploaded or stored.

  • 5 stages Capture to dashboard, built as one pipeline
  • Every rule break Stops for a person before it reaches a system
  • Full trail Who approved what, when, with the source attached
  • Yours Code, runbook and data

The retype loop

What manual document processing really costs

Every document typed by hand is paid for three times: in minutes, in mistakes fixed later, and in work that waits in an inbox. Put in your own volume.

Every document Copy Paste Retype Repeat 1 2 3
  1. Minutes Typing each field
  2. Rework A mistyped total found at month end
  3. Waiting Documents sit in an inbox until someone has time
Assumption: $30 loaded hourly cost

A loaded hourly cost covers pay, benefits and overhead. Replace it with yours.

$72,000 a year

200 hours a month of typing

documents x 12 x minutes / 60 x hourly cost

Typing time only. Rework, late fees and missed discounts are not included. Your numbers stay in your browser.

Run the full ROI model

How automated document processing works

Five stages, one pipeline

The same five stages run for every document type, end to end. You set the rules at each one, and nothing reaches a system without passing all five.

  1. Capture: every channel, one intake

    Every channel. One intake.

    Shared inboxes, upload links, scanners, supplier portals, EDI and API feeds land in one queue, deduplicated and logged.

  2. Classify: sorted in seconds

    Sorted in seconds.

    Each document is labeled by type with a confidence score and filed into its lane: invoice, order, claim or form.

  3. Extract: every field, pulled clean

    Every field. Pulled clean.

    Vendor, dates, totals, line items and IDs come out as structured data, with a confidence on every field.

    How the extraction step works

  4. Transform: normalized and validated

    Dates, currency, vendor: normalized and validated.

    Values are normalized to your formats, then checked against your vendor master, purchase orders and rules before anything moves.

  5. Deliver: pushed where you work

    Pushed where you work. Live on your dashboard.

    Records post to your ERP, CRM or document store with the source file attached, and every count lands on a live dashboard.

From inbox, to insight.

Approvals and exceptions

One document waits for a person. The rest keep moving.

Rules you set decide what stops: low confidence, an amount over a limit, a new vendor, a missing PO. The approver sees the source and the reason, then approves, amends or rejects in one step.

Rules you set

  • Confidence under your threshold
  • Total over $10,000 Tripped
  • New vendor or changed bank details
  • No matching PO
  • Document type you always review

Example approval card

Held invoice-2041.pdf

Total $12,480 over the $10,000 limit

Then

  • Approve Delivered, approval logged
  • Amend Corrected field logged, then delivered
  • Reject Returned to the sender with the reason, nothing posted

Approvals route by rule: amount, department, document type or vendor. Approvers decide from a web queue or email.

Integrations

Delivered into the systems you already run

Through the vendor API where there is one, and through file drops or screen automation where there is not. From inbox to ERP, with no platform to migrate to.

In

  • Microsoft 365 and Outlook
  • Google Workspace and Gmail
  • Scanners and MFPs
  • Upload links
  • SFTP and file drops
  • Supplier and customer portals
  • EDI
  • APIs and webhooks

Out

ERP

  • NetSuite
  • Microsoft Dynamics 365
  • SAP Business One
  • Sage Intacct
  • Acumatica
  • QuickBooks

CRM

  • Salesforce
  • HubSpot
  • Zoho CRM

Storage

  • SharePoint
  • Google Drive
  • Box
  • Dropbox

Reporting

  • Power BI
  • Looker Studio
  • A live dashboard we build

Names are examples of systems we connect to, not partnerships. Others through their API, a file exchange or the screen.

Security and audit trail

Every step logged. Every document traceable.

Your documents stay in your systems and your storage. Each action is recorded with who, when and why, and the source file travels with the record into your ERP.

Example log
  1. captured ap@ inbox · invoice-2041.pdf
  2. classified invoice · 0.98
  3. extracted 14 fields · lowest 0.91
  4. normalized date · currency · vendor V-1043
  5. held total $12,480 over $10,000 limit
  6. approved controller · note added
  7. posted ERP · source PDF attached
  8. dashboard invoices +1

Controls

  • Encrypted in transit and at rest
  • Role-based access, approvers you name
  • Nothing used to train models
  • Retention you set
  • Written data agreement before we touch a document
How we handle security

Worked examples

Document workflow automation, three ways

Illustrative examples, not client case studies.

Same five stages, different documents and rules. Each example shows where documents come from, what makes one stop, and where it lands.

01Example

Supplier invoices

  1. 1Comes in AP inbox, supplier portal
  2. 2Stops when Over the approval limit, no PO match, bank details changed
  3. 3Lands in ERP bill with the approval and PDF attached

Read moreAP automation ROI, the math

02Example

Customer orders

  1. 1Comes in PDF orders by email, portal downloads
  2. 2Stops when Unknown part number, off-contract price
  3. 3Lands in Sales order in the ERP, note on the CRM account

Read moreSupply chain automation

03Example

Claims and onboarding packs

  1. 1Comes in Upload link, scans, email
  2. 2Stops when A required document is missing, names do not match
  3. 3Lands in Case in the core system, files in the document store

Read moreFinancial services automation

FAQ

Document processing automation: questions buyers ask

Something else? Ask in the consultation form below.

What is document processing automation?

Software that moves documents from where they arrive to where their data is needed, without retyping. It captures them from every channel, classifies them, extracts the fields, normalizes and validates the values, and delivers them to your ERP, CRM or storage. A person approves anything that breaks a rule.

How is this different from OCR or an IDP tool?

OCR and intelligent document processing cover one stage: reading the document. Document processing automation is the workflow around that stage: intake, sorting, checks against your own data, approvals, posting and reporting. We use AI models for the reading step and describe it on our document extraction page.

Is "document automation" the same thing?

Usually not. Document automation most often means generating documents from templates, such as contracts or letters. This service runs the other way: documents come in, and their data goes out to your systems.

What documents and channels can it handle?

Anything a person reads in order to type data into a system: invoices, purchase orders, receipts, claims, applications, bills of lading, certificates, forms and statements. PDFs, scans, photos, email bodies and spreadsheets, from shared inboxes, upload links, scanners, portals, SFTP and APIs.

What happens when the system is unsure or a document breaks a rule?

It stops. Fields under the confidence threshold you set, and documents that hit a rule such as an amount over a limit, a new vendor or a missing PO, wait for a named person. That person sees the source and the reason, then approves, amends or rejects. Everything else keeps flowing.

Will it work with our ERP or CRM, including older systems?

Yes. Through the vendor API where one exists, through file imports or SFTP where that is the standard, and through screen automation for legacy systems with no API, monitored with alerts that say what broke. The audit confirms the path for each system.

Where does our data go, and is it used to train AI models?

Documents stay in your email, storage and systems of record. Processing runs in infrastructure you own or that is dedicated to you, under a written data agreement. Nothing is used to train models.

How long does it take, and what does it cost to start?

The consultation is free. The next step is a systems audit priced to your scope, from $2,500, credited against the build, which ends with a process map and a written quote. One well-scoped workflow typically runs in production about 60 days after the audit starts. Bigger scopes take longer, and the quote says so.

Book a free consultation

Tell us which documents you are retyping.

Two lines are enough: what arrives, from where, and which system it ends up in. A senior engineer replies within one business day from [email protected].

What happens next

Today
Your brief goes straight to a senior engineer, not a sales team.
Within 1 business day
That engineer replies to you personally.
Then
You get a written answer on fit, scope and price. No email sequence.

A person replies within one business day. Not a sequence.

Next step

Start the audit now.

Already know the documents are worth automating? Skip the call: pay the audit price and the audit starts.

  1. 01 Pay your audit price By card or US bank account, through Stripe.
  2. 02 An engineer reads your brief You hear from them within one business day.
  3. 03 Kickoff within 2 business days Then the weeks on your work order to the process map and a written quote.

Credited in full: $2,500 against a build signed within 90 days of the readout.

SA-01 2 weeks $2,500

Regular price $3,125. Launch offer: 20% off when you book by Dec 31, 2026. Your quote is held for 48 hours.

Secure payment by Stripe, card or US bank account. Bank payments take 3 to 4 business days to clear. By paying you agree to our terms.

Keep reading

Related reading and next steps.