Client:
Professional services organisation
Industry:
B2B Services
Scope:
Automated manual document processing
The company’s back-office team handled thousands of complex documents, contracts and official letters every day. The majority arrived as unstructured emails with attachments. Every message had to be manually opened, read, interpreted and re-entered into the internal CRM system. Each case took over 20 minutes to process. A wrong date, amount or contract detail carried real consequences – financial penalties, lost cases, legal disputes.
Leadership lacked visibility into:
- How much time was being lost to manual data entry
- Where errors were occurring and what they were costing
- Whether the team could scale without continuously hiring
Automate the processing of incoming emails and documents, eliminate manual data entry errors, and give the business room to scale without growing the headcount.
Rather than relying on traditional document processing tools that required rigid templates, we built an AI system that reads and understands documents the way a person would, regardless of format, layout or sender.
From there we:
Integrated the AI system directly with the external API and company’s email boxes
Built a system that reads and interprets documents the way a person would, regardless of format or layout
Automated extraction of key data from emails, contracts and attachments
Eliminated manual data entry by connecting the AI system directly to the internal ERP
Automated business processes previously handled manually, triggered directly from incoming document data
Processing time dropped from 20+ minutes per case to a couple of seconds, giving the back-office team capacity to focus on complex cases that require human judgment.
- 80% reduction in manual document processing time
- 95% elimination of data entry errors
- Per case processing time reduced from 20 minutes to seconds
- Business ready to scale without growing headcount
