Operations
Document and order processing in operations
An illustrative use case, not a measured client result. We assess feasibility, quality and economic viability against your own process.
- Capture and check incoming documents, purchase orders and customer orders, then transfer them to business systems
- Handling time per case, transfer errors, turnaround time
The starting point
Purchase orders, delivery notes, order confirmations and change requests arrive by email, PDF or portal. Staff open each document, find the relevant line items, transfer them to the ERP or inventory system and follow up on discrepancies. The process works, but takes time every day, and transfer errors increase under pressure.
What the controlled workflow looks like
- Intake: Documents are captured automatically, regardless of the channel.
- AI step: Line items, quantities, dates and references are extracted into structured data and checked against master data.
- Checkpoint: Cases with discrepancies, low recognition confidence or unusual values enter a review queue. A person decides before anything is posted.
- Result: Clean records in the target system, with a traceable source for every field.
What becomes measurable
Before building, we record the baseline: minutes per case, cases per week and correction rate. After introduction, we compare against that same baseline. Targets are agreed together for the specific use case, rather than promised across the board.
Prerequisites
- Access to the mailbox or document intake and the target system.
- A contact in the business who can assess edge cases.
- Clarity on which data may pass through the workflow.
Where this workflow is not a good fit
The effort is usually not justified when volumes are very low, document formats change widely without a recurring structure, or every decision requires individual negotiation anyway. We will say so when that is the case.
Related use cases
Discuss this process?
See how this workflow is built through our implementation service. In the initial conversation, we clarify your starting point. If the process is already defined, we can scope the implementation directly. Additional analysis is agreed separately only if needed.
For your IT team: review data flow, acceptance and operational ownership →