Intelligent document processing · invoices, orders, RFQs
AI document processing: invoices, orders and RFQs without retyping
Documents arrive by email, as PDFs, scans or spreadsheets. AI reads them, pulls out the fields you need, checks them against your data and sends them to your ERP or accounting tool. Anything uncertain goes to a person, not into your books.
- Works with PDFs, scans, emails and spreadsheets
- Validation against your suppliers, prices and orders
- Human review queue and a full audit log
Price Custom quote, based on document types and volume
01 · Documents
What we process
Supplier invoices
Supplier, tax ID, dates, line items, totals and tax, matched to orders and goods received.
Purchase orders
Customer orders from emails and PDFs turned into sales orders, with product codes mapped to your catalogue.
RFQs
Requests for quotation with specs, quantities and drawings summarised for whoever prepares the quote.
Contracts
Key terms, dates, renewal and notice periods extracted into a register.
Delivery notes
Quantities and references checked against orders and invoices.
02 · How it works
From inbox to ERP
Capture
Documents collected from a mailbox, a shared folder or an upload form.
Read and extract
OCR for scans, then a language model extracts the fields into a fixed structure, even when layouts differ by supplier.
Validate
Checks against your data: known supplier, tax ID format, totals add up, prices and quantities match the order.
Export
Approved data goes to your ERP, accounting tool or CRM through an API, import file or n8n workflow.
03 · Accuracy and control
How errors are caught
Confidence thresholds
Fields the model is unsure about are flagged instead of guessed.
Review queue
A person checks flagged documents side by side with the original and corrects in one click.
Exceptions
Unknown suppliers, mismatched totals or duplicates are stopped before export.
Audit log
Every document, extraction, correction and export is recorded with time and user.
04 · Security
Where your documents and data live
Storage you choose
Documents stay in your mailbox, drive or document system; we process them, we do not collect them elsewhere.
Business AI APIs
Models used through APIs whose terms exclude training on your data, with EU processing where available.
GDPR
Data processing agreements, minimal retention of extracted text, and access only for the roles that need it.
Self-hosting option
Workflows can run on n8n on your own EU server for stricter requirements.
05 · Industries
Where document processing saves the most time
Accounting firms
Client invoices sorted, extracted and prepared for booking, with questions to clients drafted automatically.
Manufacturers
Orders and RFQs read from emails and drawings; RFQs can flow straight into your sales pipeline. See B2B leads for manufacturers.
Distributors and wholesalers
Customer orders in many formats turned into clean sales orders.
FAQ
AI document processing questions
How is this different from classic OCR?
OCR turns an image into text. Template-based tools then need a template per layout. A language model understands the document, so new supplier layouts usually work without a new template.
How accurate is it?
It depends on document quality and types. We measure it on a sample of your own documents in the pilot and set thresholds so that uncertain fields go to review instead of your system.
Which systems can you export to?
Any ERP, accounting or CRM system with an API or an import format, for example via n8n, Make or a small integration.
Can it handle scans and handwritten notes?
Good scans, yes. Handwriting and poor photos are less reliable, so they are routed to review by default.
How do we start?
Send us 20–50 typical documents (anonymised if needed). We test extraction on them and show you the result before building the full workflow.
Test it on your own documents
A free call, then a test on a sample of your invoices, orders or RFQs.
Book a discovery callPrice: Custom quote, based on document types and volume
Keep reading
Related pages
- AI agents and automation Agents and automations around your documents.
- AI for business All AI services.
- Manufacturers Inbound RFQs for manufacturers.
- Intelligent Document Processing, Explained: OCR vs LLMs, Validation and Human Review
- AI for Accounting Firms: Where It Saves Hours (and Where It Doesn't)
Next step
Tell us about your business
A short form. We reply within one business day: whether we can help, and what the first step would be.
Price Custom quote, based on document types and volume
Enquiry sent. Reference .
We reply within one business day. Anything to add? Write to hello@kreal51.com.
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