Skip to content
Civware

Documents read, checkedand entered for you

Invoices, contracts and forms read by AI, checked against your rules and records, and entered into your systems. Anything unclear goes to a person, with the reason it was flagged.

Group
Build
First step
A pilot for one document type
You decide
Go or no-go, after the pilot
Works with
Inboxes, shared folders, ERP, CRM

When it fits

Best for documents that arrive in volume and follow a rough pattern, even if no two look exactly alike.

  1. 01

    People retype details from PDFs, scans or emails into another system.

  2. 02

    Checks against purchase orders, contracts or policies are done by eye.

  3. 03

    Errors from manual entry are found late, when they're costly to fix.

What we build

  1. 01Reading of invoices, contracts, forms and letters, including scans.
  2. 02Checks against your records, such as purchase orders, price lists or contract terms.
  3. 03Entry into your ERP, CRM or document system once the checks pass.
  4. 04A review queue for unclear documents, showing exactly what was flagged and why.
  5. 05A log of every document, field and decision, ready for audit.

How it works

Each document is read field by field, and every field is checked before anything is entered.

  1. 01Fields are read from the document, including scans.
  2. 02Each field is checked against your records.
  3. 03Anything that doesn't match goes to a person, with the reason.
One invoice, read and checkedAn invoice is read field by field and each field is checked against the purchase order. Supplier, PO number and due date match and are entered in the ERP. The amount differs, so the invoice is sent to a person with that reason.FIG. 01ONE INVOICE, READ AND CHECKEDINVOICETOTALCHECKED AGAINST POSuppliermatchesPO numbermatchesDue datematchesAmountdiffersENTEREDmatching fieldssaved to your ERPSENT TO A PERSONamount differsfrom the PO
Fig. 01 One invoice, read and checked. Matching fields are entered; the field that differs goes to a person.

Safeguards

The risk with document processing is a wrong number entered quietly. These safeguards make errors visible.

Misreading a field
Each field is checked for confidence, and fields that fall short go to the review queue.
Entering data that doesn't match
Fields are checked against your records before entry, and mismatches are held for a person.
Documents seen by the wrong people
Documents stay in your systems, and access follows your existing permissions.
Losing track of what happened
Every document has a record of what was read, checked, entered or flagged, and by whom.

How to start

First engagement · Pilot

One document type, end to end

It delivers:

  • Reading and checking for one document type, on your real documents
  • A review queue your team can work from
  • An evaluation sheet of past documents, marked Passed or Needs review
  • A go or no-go recommendation, with running costs
Price
Fixed, agreed before we start
Length
Usually 4 to 8 weeks
Decision pointAt the end, you decide: launch for one team, adjust, or stop.
Book a call

Documents feeding several systems? See AI Integration.

Questions

Can it handle scanned or handwritten documents?

Scans, usually yes. Handwriting depends on how clear it is, so we test your own examples in the pilot before promising anything.

What if a supplier changes their invoice layout?

Reading doesn't rely on fixed templates, so layout changes are usually handled. Anything unclear is still flagged for a person.

Does every document still need a person to check it?

No. Documents that pass every check can be entered automatically, and you decide which checks must pass.

Where are the documents stored?

In your own systems. We process them where they already live and don't keep copies after the project.

Tell us one job you'd like AI to do

We'll tell you honestly whether AI is the right fit, and what a sensible first step looks like.

One job is enough to start.

We use your details to reply to you, as described in our privacy policy.