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Use case

Data extraction from documents, PDFs and forms

We use AI to read documents, pick out key information and prepare reviewable data before it goes into Excel, your CRM, ERP or any internal tool.

  • Extracts data from invoices, contracts, forms, quotes, work reports or other reports.
  • Reduces manual checking, copying errors and time spent transcribing information.
  • Leaves the data ready to review, validate or send to another system.
Request an AI assessment See examples

  1. Invoices

    Amounts, dates, suppliers and line items

  2. Contracts

    Parties, terms, dates and relevant clauses

  3. Forms

    Structured data from requests and records

  4. Work reports

    Operational information ready for review

  5. Reports

    Summaries and key points extracted

What it automates

AI can do the first read of repetitive documents

Many companies receive documents that someone has to open, review and copy by hand. AI can speed up that first review and leave the information ready for a person to validate.

  • Key field extraction

    AI identifies the important information in the document and turns it into reviewable data.

  • Conversion to structured data

    The data can be prepared for Excel, Google Sheets, CRM, ERP, databases or internal applications.

  • Validation before logging

    The aim is not to remove control, but to reduce the groundwork and flag doubtful cases for review.

Examples

Where AI data extraction adds the most value

This use case works especially well when similar documents keep arriving, the same fields repeat and the team spends time copying or checking information.

  • Process documents received by email or form

    AI can review attachments, identify the type of document, extract the relevant data and prepare it for admin, sales, operations or support.

  • Invoices and receipts

    Extracts supplier, date, amount, description, reference and other fields for accounting review.

  • Contracts and reports

    Summarises long documents and finds dates, parties, terms or key points.

  • Less manual transcription, more control

    An AI extraction workflow can save time on admin tasks without giving up human review when the document requires it.

AI prepares the information, but sensitive or doubtful data can always be held for human validation.

Method

We start with one type of document and well-defined fields

To make extraction useful, we first define which documents come in, which fields are needed and which cases should be flagged for review.

  1. Choose the documents

    We review which documents arrive, in what format, how often and which data is currently copied by hand.

  2. Build a pilot

    We define the fields to extract and build a first version with real documents and human review.

  3. Validate and integrate

    We check accuracy, doubtful cases and data output before connecting the workflow to Excel, CRM, ERP or internal systems.

Does your team copy data from documents by hand?

Tell us which documents you receive, which fields you need to extract and where they are logged now. We will help you decide whether it makes sense to run an AI data extraction pilot.

Request an AI assessment