Intelligent Document Processing & Approval Automation
An AI workflow pattern that extracts, validates, and routes invoices, forms, and contracts into your ERP with exceptions handled by people.
Design targets, not measured client results.
The Problem
Why teams need this pattern
Documents arrive by email in dozens of formats and are re-keyed into ERP or finance systems by hand. Errors surface late, approvals stall in inboxes, and month-end becomes a scramble.
Ideal for
- Finance and operations teams re-keying documents
- Organizations with high-volume, semi-structured paperwork
Our Approach
Architectural approach
A durable workflow that ingests documents, uses an LLM and OCR to extract fields, validates them against purchase orders and master data, and posts clean records automatically. Low-confidence or mismatched documents go to a review queue with the evidence highlighted.
System Design
Architectural layers & components
How data and control flow from the edge of the system to the people who use it.
- 01
Ingestion
Email, SFTP, and upload connectors with de-duplication and virus scanning.
- 02
Extraction & Validation
OCR plus LLM field extraction, with rule checks against POs, vendors, and totals.
- 03
Workflow Orchestration
Durable workflows with retries, timeouts, and approval routing.
- 04
ERP Connector & Review UI
Posting to SAP / Dynamics / NetSuite and a review queue for exceptions.
Design Targets
What this architecture is built to achieve
Targets we design toward. We confirm them against your own data and workload before you commit to a build.
- Accuracy depends on document variety and scan quality; we report it per document type on your samples.
- ERP integration scope varies by vendor and version.
What You Get
Artifacts tailored to your environment
The blueprint is a starting point. These are the working documents and code we adapt for you.
Learn about our AI Automation services- Extraction schemas per document type
- Validation rule catalogue
- Workflow definitions
- Reviewer UI and runbooks
How We Work
From first call to working prototype
- 130–45 min
Discovery call
We review your constraints, existing systems, and success criteria, and tell you honestly whether this blueprint fits.
- 21–2 weeks
Fit & feasibility workshop
We adapt the reference architecture to your stack, validate the design targets against your real data, and produce a scoped plan.
- 3Scoped per project
Prototype, then build
We ship a working slice first so you can judge the approach before committing to a full build.
Technology Stack
Default tools & infrastructure
We swap components to fit your stack.
- Claude / OpenAI
- Textract / Document AI
- Temporal
- Python
- PostgreSQL
- React
FAQ
Common questions
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Want an architecture like this?
Book a call and we'll tell you honestly whether this blueprint fits, and how we'd adapt it to your stack and constraints.