Use case 05 · AI for Administration
How to automate document processing.
Extract, classify and prepare recurring documents so staff spend less time retyping and more time handling decisions and exceptions.
Start with one workflowDiscuss this use case↗
The friction
What is happening now?
Document automation becomes testable when the required output is explicit. Choose one document family, identify the fields people currently retype and assemble verified examples before choosing an extraction tool.
A practical system
Test document extraction from sample file to reviewed output.
- 01
Define intake and expected fields
Choose an approved inbox or upload path, document type and a few required fields. Keep the original file and verified expected values for the pilot.
- 02
Read and extract with evidence
Use optical character recognition when scans need text recognition, then information extraction for the agreed fields. Preserve page or source context and distinguish absent from uncertain values.
- 03
Review difficult examples
Include poor scans, format changes, duplicates and conflicting values. Compare field by field; test how a person corrects an error and returns it to the process.
- 04
Export a reviewed result
Prepare the target record or draft after the required checks. Test a failed export and repeat event without creating duplicate work; leave consequential approval with its existing owner.
Proof
Measure field accuracy and review effort.
- Correct required fields compared with independently verified values
- Missing or uncertain fields correctly sent for review
- Review time and total processing effort, including corrections
- Duplicate outputs or failed exports and whether recovery preserves the source
Human safeguards
Keep people in control.
- Minimum necessary data
- Confidence thresholds
- Human exception review
- Retention and access rules
Before the pilot
Questions before a document processing test.
How many sample documents do we need?
Enough to represent the formats and exceptions in the proposed scope. Start with a manageable set, but include difficult files and keep separate examples for checking whether the workflow works beyond the files used to configure it.
Can an extracted invoice trigger a payment automatically?
Extraction prepares information; it does not establish approval. Preserve the organization’s review and authorization steps. The pilot can produce a checked draft or record without executing a payment.
Related resources
Explore the next step in this workflow.
One useful beginning
Bring us the real bottleneck.
We will map the people, information, exceptions and measure of success before recommending what should be built.
A practical first stepSchedule an opportunity session↗