Invoices, receipts and forms read and entered into your systems, with a person checking anything uncertain.
What it is
Many businesses still type details from invoices, receipts, orders and forms into their systems by hand. It’s slow, and typing mistakes are easy to make.
We set up document processing that reads these documents, pulls out the details and sends them to the right system, such as Xero, QuickBooks, Sage or your CRM. Anything the system isn’t sure about goes to a person to check before it’s saved.
Setting up your accounting software first? See Accounting and finance systems.
Who it’s for
Finance teams keying in supplier invoices, businesses handling paper or PDF forms, and teams copying details from emails into other systems.
Example workflows
- For example: a supplier invoice arrives in your inbox and becomes a draft bill in Xero, ready for approval.
- For example: a receipt photo is read and given an expense category, for a person to review.
- For example: a PDF order form becomes a new order in your system, with unclear fields flagged.
- For example: signed forms are filed in the right Microsoft 365 or Google Workspace folder and logged in a spreadsheet.
What’s included
- Document review: which documents you handle, and where the details need to go.
- Extraction: the details pulled from each document type, set up and tested on your real examples.
- Checks: rules that send anything uncertain to a person.
- Connections: details sent to your accounting, CRM or files. See Integrations.
- Approval: drafts that a person approves wherever money or people are affected.
- Monitoring: error alerts and a regular check on accuracy.
What you get
- A map of your document flows
- Document processing, tested on real examples
- A review queue for anything uncertain
- Connections to your systems
- Plain-English documentation
What we measure
- Documents processed
- Documents sent for human review
- Errors caught before saving
- Time from receipt to entry
- Hours of manual keying
Done properly
- Human check: anything the system isn’t sure about goes to a person before it’s saved, and nothing that moves money is saved without approval.
- Data minimisation: each workflow only moves the personal data it needs, and only to the systems that need it.
- Retention: documents and the details taken from them are kept only as long as you need them.
- Error alerts and monitoring: if a step fails, a named person is told, so nothing goes missing without anyone noticing.
Questions
Which documents can it read?
Most typed documents, such as invoices, receipts, orders and forms. Handwriting and poor scans are harder. We test on your real documents during discovery.
Will it make mistakes?
It can, so we design for it: anything uncertain goes to a person, and nothing that moves money is saved without approval.
Does it work with Xero, QuickBooks or Sage?
Yes. We can send the details to Xero, QuickBooks or Sage as drafts for approval. See Accounting and finance systems.
Will you work with our accountant?
Yes. We set up the process with them, and they keep advising on tax and bookkeeping.
Pricing: bigger projects start with a fixed-price discovery from £500 + VAT. Projects from £750 + VAT, with the scope and price agreed upfront. Monitoring and support from £200 + VAT a month. Every project starts with a free audit.
Delivered by: in-house by Studios 6.
Related services
Integrations
Your CRM, accounting and shop connected, so information flows without retyping.
Workflow automation
Repetitive admin done for you, the same way every time, using the tools you already have.
AI assistants and chatbots
AI that drafts, answers and sorts, built on ChatGPT, Claude or Microsoft Copilot, with a person in the loop.
Talk to us about document processing
Still typing in invoices by hand? Book a free audit and we’ll show you what could be read automatically.