Home / AI Solutions / Intelligent Document Processing
Move from incoming documents to reviewable structured data.
Extract relevant information from agreed document types and route exceptions to a person. Validate the workflow using representative files before expanding the supported formats.
★★★★★5.0· 57 client reviews
Overview
Intelligent Document Processing, explained
Intelligent document processing reads invoices, forms, contracts and receipts, extracts the information your systems need and checks it against business rules. It removes manual data entry while keeping people involved where documents are unclear.
Our work in this area includes an invoice management system for e-invoices, PDFs and paper invoices built with a team in Estonia, and a mobile app that extracts text from scanned PDFs and images for scientists in the US. We combine OCR, layout models and language models with validation so extracted data is reliable.
Before you build
Decisions worth settling first
Settling these points early keeps scope realistic and makes the estimate meaningful.
01
Document types
List the documents, layouts and languages you receive.
02
Target fields
Define the fields to extract and their formats.
03
Validation rules
Specify checks such as totals, dates and reference matches.
04
Volume
Estimate documents per day and peak periods.
05
Review process
Decide who reviews low-confidence fields and how quickly.
06
Destination
Choose the system that receives extracted data.
Services
What our intelligent document processing services include
Invoice and receipt capture
Extraction of supplier, line items, totals and tax data.
Form processing
Reading printed and handwritten forms into structured records.
Contract analysis
Locating key terms, dates and obligations in agreements.
Identity and onboarding documents
Capturing details from submitted documents with checks.
Mobile capture
Scanning documents with a phone camera and processing them instantly.
Review interfaces
Side-by-side screens for validating and correcting extracted data.
How it is built
The layers behind a dependable result
Every layer has an owner, tests and documentation, so the system can be supported after launch.
01
Capture
Upload, email, scanning and mobile camera intake.
02
Recognition
OCR, layout analysis and field extraction models.
03
Validation
Business rules, cross-checks and confidence scoring.
04
Integration
Export to ERP, accounting or document management systems.
Use cases
Where it helps
Finance teams
Accounts payable automation and expense receipts.
Logistics
Delivery notes, bills of lading and customs documents.
Insurance and claims
Claim forms and supporting documents.
HR
Employee onboarding paperwork.
Research
Text extraction from scanned papers and images.
Legal
Contract review support and clause extraction.
Illustrative use case
A quotations team can extract reference fields from a document and check them before saving a structured record.
From our portfolio
Invoice Processing System
Purchase-invoice management with approval workflows for e-invoices, PDFs and paper invoices, built with a team in Estonia.
.NETASP.NETAzureReactJSReact Native
Why PoliteTech
Why teams choose PoliteTech
Scope before commitment
Priorities, assumptions and acceptance criteria are agreed in writing before a delivery plan is fixed.
Engineers who build
Recommendations come from the people who design, code and support the software, so they reflect real implementation effort.
Visible progress
A shared backlog, regular demos and recorded decisions keep you informed without chasing updates.
Practical AI
Evaluation sets, review steps, cost limits and monitoring are part of every AI feature we ship.
Flexible engagement
Start with a scoped project, a dedicated team or support, and change the model as your roadmap evolves.
Clear ownership
Repositories and accounts can live in your organisation, with IP and confidentiality terms agreed in the contract.
Industries
Where this work fits
Retail and Ecommerce
Build web and mobile journeys around product discovery, ordering and customer service.
Financial Software
Support reporting, document processing and internal operations through defined application workflows.
Logistics Software
Connect planning, task assignment and operational updates in one workflow.
Education and Elearning
Create platforms for content, activities and progress tracking.
Fitness and Wellness Apps
Support tracking, coaching content and user engagement around a clear product goal.
Manufacturing Software
Replace fragmented tracking with workflows for quotations, work status and supporting documents.
Real Estate Applications
Create listing, enquiry and internal coordination tools around your business process.
Business Operations
Build task, approval and reporting tools around the way your team works.
Process
A practical path from requirements to release.
Each stage ends with something you can review: a scope, a prototype, a working increment or a release.
01
Understand
Discuss your users, business needs, existing systems and delivery constraints.
02
Define
Agree scope, technical approach, responsibilities and a delivery plan.
03
Design and build
Develop in manageable increments with visible progress and review points.
04
Test and release
Validate agreed workflows, resolve release blockers and prepare deployment.
05
Support and improve
Document the handover, review production feedback and plan the next priorities.
Technology
Tools and platforms we work with
PythonTesseract OCRAzure Document IntelligenceAWS TextractGoogle Document AIOpenAILayoutLMOpenCV.NETFlutterReactPostgreSQLAzureAWS
Cost
What shapes the cost of your project?
There is no useful price without scope. These are the factors we review when preparing an estimate, and the estimate lists every assumption so you can see what would change it.
01
Number of workflows
Each workflow needs its own prompts, tools, evaluation set and review design.
02
Data preparation
Cleaning, labelling, chunking and access rules often take more effort than the model itself.
03
Integrations
Connections to CRMs, ERPs, document stores and identity providers add design and testing work.
04
Evaluation and review
Building test sets, review queues and monitoring is essential for reliable results.
05
Model and hosting
Hosted APIs, open models and private deployment have very different setup and running costs.
06
Security and compliance
Sensitive data, audit needs and data residency add controls and documentation.
Engagement models
Choose the engagement that fits your next step.
Dedicated Team
For a changing roadmap or ongoing development. Agree roles and working process, then manage priorities through a shared backlog.
Best for team extension and long-term product work.
Scoped Project
For a defined product or milestone. Align on requirements, deliverables and acceptance criteria, with changes reviewed before they affect the plan.
Best for MVPs, integrations and focused releases.
Maintenance and Improvement
For software that already exists. Start with a technical review, then agree support routines and planned improvements.
Best for live applications and modernisation.
FAQ
Questions about intelligent document processing
Can it read scanned and handwritten documents?
Printed scans work well; handwriting depends on legibility. We test with your samples.
What about different invoice layouts?
Modern models handle varied layouts without a template per supplier, and validation catches errors.
How accurate is extraction?
Accuracy depends on document quality. We measure per field on your samples and route uncertain values to review.
Which systems can receive the data?
ERP, accounting, document management or any system with an API or import format.
Can documents stay in our environment?
Yes, with self-hosted OCR and models in your cloud account.
Do you support mobile scanning?
Yes, our portfolio includes a mobile app that scans documents and extracts text.
Can we begin with a focused scope?
Yes. We can review your current situation and agree a bounded first engagement before a wider build.
How are pricing and timelines determined?
We review requirements, technical complexity, team needs and delivery constraints before proposing an engagement. Estimates list assumptions and what may change the plan.
Can we discuss a project under an NDA?
Yes. Let us know before sharing confidential materials so we can agree confidentiality terms first.
Our work
Document workflow projects
Healthcare · Web
Clinical Operations Platform Suite
A suite of platforms for Australian clinical and regulated organisations, covering incident reporting, imaging referrals, radiology reporting, occupational health and medico-legal cases.
Web platformsAI referral processingDictation to reportAccounting integration
FinTech · Web & mobile
Invoice Processing System
Purchase-invoice management with approval workflows for e-invoices, PDFs and paper invoices, built with a team in Estonia.
.NETASP.NETAzureReactJS
Discuss your intelligent document processing needs
Share your goals, current situation and the help you need. We will review your message and suggest a practical next step.