Invoice intake
Supplier invoices arriving by email are read, key fields are extracted and checked against purchase orders, and exceptions go to finance for review.
Operations and Administrative Automation
Recurring processes such as documents, approvals, data entry, and reports, handled consistently.
How it works · From emailed invoice to approved bill
STEP BY STEP
In
- Supplier email
- PDF invoice
- Purchase orders
- 1
Receive01
Invoice arrives in the shared inbox
INV-2041.pdf
- 2
Extract02
Supplier, amount, and dates read
Total: 4,820.00
- 3
Match03
Checked against the purchase order
PO-118 matched
- 4
Exception04
Mismatched line sent to finance
1 line differs
Human checkpoint
- 5
Post05
Approved bill created
Draft bill created
Out
- Accounting entry
- Approval trail
- Weekly summary
See how this would run on your own process, with your tools.
Book a free callThe problem
01
What this solves.
Forms, emails, and documents need to be read, sorted, copied into systems, and passed to the right person. Each step is small, but together they take hours every week.
What changes
- Less manual data entry
- Clear ownership and status for every request
- Consistent documents generated from templates
- An audit trail of who did what
Use cases
02
What this looks like in practice.
Typical examples. Every build is scoped to your own process and systems.
Client onboarding
A signed proposal triggers folder creation, a welcome pack generated from a template, tasks for the team, and records in the relevant systems.
Approvals
Expense and purchase requests move through a structured form with routing rules, reminders, and a full audit trail instead of chat threads.
Scope
03
What we can build.
Capabilities
- Form and document processing
- Invoice, receipt, and purchase order extraction
- Email classification and routing
- Internal approval workflows
- Task creation and assignment
- Document generation from templates
- Scheduled reports
How it works
We document the steps, the exceptions, and who is responsible for what. Then we automate the predictable parts and route the rest to a person with the context they need.
Tools we commonly work with
Google Workspace
Microsoft 365
Power Automate
n8n
Make
Zapier
Airtable
Xero
QuickBooks
Limits and human review
Approval decisions stay with authorised people unless an explicitly agreed policy allows otherwise. Unusual cases are flagged rather than guessed.
Delivery
04
From first call to working system.
- 01
Discover
Days
- 02
Map
1–2 weeks
- 03
Design
Days
- 04
Build and test
2–6 weeks
- 05
Improve
Ongoing
You receive
- Automated workflow with error handling
- Intake forms and templates
- Exception and review queue
- Process documentation
- Handover and training session
Workflows
05
Workflows in this service.
Each one has its own page with a diagram of how it runs.
Operations
Approvals and request routing
Every request has an owner, a status, and an audit trail.
See the workflowOperations
Document generation
Documents generated from templates and data, ready for review and signature.
See the workflowOperations
Task and project sync
Tasks, statuses, and comments stay in sync across your project tools.
See the workflowOperations
Scheduling and reminders
Bookings confirmed and reminded automatically, with easy rescheduling.
See the workflowOperations
Tenant maintenance triage
Requests captured with photos and urgency, routed to the right contractor, and tracked to completion.
See the workflowOperations
Patient intake and pre-visit forms
Forms completed before the visit, checked for gaps, and filed securely for the clinician.
See the workflowOperations
Referral and document routing
Each document read, classified, and routed to the right person with a deadline.
See the workflowOperations
Construction daily site reports
Notes and photos turned into a structured daily report for the project team.
See the workflowOperations
Subcontractor compliance tracking
Every document tracked with expiry reminders and a clear compliance view.
See the workflowOperations
Application and enrolment processing
One enrolment pipeline with document checks, reminders, and confirmation.
See the workflowOperations
Job intake and dispatch
Jobs captured, matched to available people by rules, and tracked in real time.
See the workflowOperations
Proof-of-delivery processing
PODs read and matched to orders, so invoices go out the same day.
See the workflow
Questions
06
Common questions.
Our documents are all different formats. Can this still work?
Often, yes. AI extraction handles varied layouts well, and validation rules catch what it misses. We test on a sample of your real documents before committing to an approach.
Will you replace our current tools?
No. We connect the tools you already use and only recommend a new one when there is a clear gap.
What happens when a document cannot be read?
It goes to an exception queue with the reason, so a person can handle it and the workflow carries on with the rest.
Next step
What would you like to improve?
Tell us what is taking too much time, what is difficult to manage, or what you would like your systems to do differently. You do not need a technical specification to start.