Stage 4 · Deploy · into real workflows

Document AI

Scanning a document does not turn it into data. Every invoice, contract and form you receive is still typed into a system by hand, which is where the mistakes are made. Document AI reads what arrives, extracts what matters, checks it against your rules and puts it where it belongs, with a person reviewing what it is unsure about.

Talk to an AI architect See the packages

Invoices to accountingContracts to a registerForms at intakeConfidence shownUnsure goes to a person

deployed onBe Cloud

What it does

Every invoice, contract and form your business receives is data someone types in by hand.

Count the documents that arrive in a week: supplier invoices, signed contracts, delivery dockets, application forms, insurance certificates, the letter from the council. Each is read by a person, the important parts are typed into a system, and the original is filed somewhere it will never be found again. The typing is where errors creep in, and the filing is why nobody can find the renewal date.

Document AI does the reading. It takes each document as it arrives, works out what kind it is, extracts the fields that matter (amounts, dates, parties, obligations), checks them against what your systems already know, and puts the result where it belongs with the original attached. Every field carries a confidence, and the design says what confidence goes straight through. The rest goes to a person, who spends the day on the ten hard documents rather than the two hundred easy ones.

Where it fits

Three kinds of paper that stop needing a person to read them

Invoices

Supplier invoices matched and posted

A construction company or a distributor: each invoice is read, matched to the purchase order and the delivery, coded to the right job, and posted to Xero, MYOB or your ERP for approval. Duplicates, price differences and unknown suppliers go to a person.

Contracts

Obligations and renewals into a register

A business with two hundred supplier, lease and customer contracts: each is summarised with its parties, term, key dates, obligations and renewal terms, in a register that warns someone sixty days before a decision is due, with the clause linked.

Forms

Applications and claims captured at intake

An insurer, a lender or a training provider: application and claim forms are read the moment they arrive, validated against your rules, and the missing pieces requested automatically. Complete files reach an assessor the same day with nothing re-typed.

How we build it

Document processing built to the five rules of the architecture

Knowledge before models. Extraction is checked against what you already know: the purchase order, the supplier record, the price list. A model reads; your data decides whether the reading makes sense.
Consequence needs a person. The design sets the confidence at which a document goes straight through; everything below it waits. Payments, contract commitments and claim decisions always go through a named person.
Integrate, don’t replace. Documents arrive where they arrive: the inbox, the scanner, the portal. Results land in your accounting system, contract register or case system with the original attached.
Every action leaves a record. Each document keeps its extracted fields, the confidence, the checks it passed, the approver and the original image: the audit trail your accountant has always wanted.
No vendor is load-bearing. Document models get better each year. The extraction rules, the validation and the integrations are yours, so switching the model underneath is a configuration change.

One invoice, inbox to approved

What happens to a supplier invoice in the first minute

1
It arrivesBy email, as a PDF or a photo of a printed page. The system recognises it as an invoice.
2
It is readSupplier, number, date, lines, tax, total. Each field with a confidence.
3
It is checkedAgainst the purchase order, the delivery record, the supplier’s bank details on file and your approval limits.
4
Clean invoices postInto the accounting system, coded, with the original attached and the approver notified.
5
Exceptions go to a personA changed bank account, a price that does not match, a supplier nobody has seen before. Decided in a minute, recorded for next time.

Compare

Capture built into your accounting system, outsourced data entry, or a Be AI build

	Capture built into your accounting system	Outsourced data entry	Be AI Document AI
Reads invoices	Yes	Yes	Yes
Reads contracts, forms and correspondence	No	Yes, slowly	Yes
Checks against your purchase orders, rules and records	Partly	No	Yes
Confidence shown, unsure goes to a person	No	No	Yes
Sensible when	You only need invoices captured	Volumes are low and nothing is urgent	Documents drive decisions and the errors cost you

Questions

What people ask about Document AI

What about handwriting and bad scans?

Printed documents and clean scans read reliably. Handwriting, faxes and photos taken at an angle read with lower confidence, which is the point of showing it: those go to a person instead of being guessed. We test on a sample of your real documents before quoting.

What does it do when it is unsure?

It says so, field by field, and routes the document to a person with the original beside its interpretation. The correction is kept so the next similar document reads better. Nothing below the confidence line is ever posted, paid or committed.

Where is the data stored?

In your systems. The extracted fields go into your accounting, contract or case system and the original stays in your document store, in the region the design specifies. The model reads and returns; it does not keep your documents or train on them.

Does this replace our accounts team?

It replaces the typing. The accounts team keeps the judgement: the invoice that looks wrong, the supplier whose bank account changed, the contract nobody remembers signing. Most teams we meet were already behind; the system lets them catch up.

Read every document once, by machine, and check the ones that matter.

Send us a week of what arrives in your inbox and we will tell you what could be read, checked and filed without anyone typing it.

Start your AI journey →Get my AI Opportunity Score Or call 0800 23 3444