Turn Documents Into Clean Data, Without the Keying
We build document automation that captures invoices, forms and orders, reads them whatever the layout, extracts the data, checks it, and posts it straight to your ERP, with your rules and your approval.
50+ ERP and automation projects. Zero failed projects since 2021.
From a pile of documents to data in your systems
Scanning is reading the page. Document automation reads it, understands it, and does something with it.
It reads the document, then enters the data
The system reads invoices, forms and orders in any format, pulls out the fields that matter, and enters them where they belong. Instead of a person keying line by line, the data flows in and a person checks the exceptions.
- Reads any layout, not a fixed template.
- Extracts the fields that matter, not raw text.
- Posts to your ERP, not a spreadsheet to retype.
Validation, approvals and a clear trail
Every document is checked against your master data and rules before it posts. Anything unclear waits for a person, and every entry is logged, so you trust the numbers and can audit where each one came from.
- Validates against POs, vendors and master data.
- Human approval on the values that matter.
- A full record from document to entry.
What document automation does
Built around real paperwork, not a clean demo PDF.
Collects documents from wherever they arrive
It picks up documents from email inboxes, scanners, shared folders and uploads, so nothing waits in someone's mailbox to be handled by hand.
- Email, scans, folders and uploads.
- PDF, image, Word and spreadsheet.
- Sorts by type as they come in.
Reads any layout, not a fixed template
It reads scanned and digital documents in many languages and layouts, understanding the structure rather than relying on fields sitting in fixed places.
- Scanned and digital documents.
- Many layouts and languages.
- No per-vendor template to maintain.
Pulls out the fields that matter
It extracts the header and line-item data you need, supplier, dates, amounts, tax, line items, and structures it cleanly, ready to use rather than raw text to sort.
- Header and line-item fields.
- Amounts, tax and totals.
- Clean, structured output.
Checks the data before it trusts it
It matches each document against your purchase orders, vendors and master data, checks the maths, and flags mismatches, so errors are caught before they reach your books.
- Matches POs and master data.
- Checks totals and tax.
- Flags duplicates and mismatches.
Enters it into Odoo, ERPNext or SAP
Once a document passes its checks, the data is posted straight into your ERP as a draft or an entry, so the record exists without anyone keying it in.
- Creates drafts or entries.
- Attaches the source document.
- Keeps your systems in sync.
Sends the unclear ones to a person
When a document is unclear, mismatched or high value, it stops and routes it to the right person with the issue highlighted, rather than guessing and posting something wrong.
- Routes only the exceptions.
- Highlights what needs a decision.
- Learns from the corrections.
The documents teams automate first
Supplier invoices
Read invoices, match them to purchase orders, and prepare entries for approval, with no manual keying.
Sales orders
Turn emailed and PDF orders into sales orders in your ERP, ready to fulfil within minutes.
Purchase orders
Capture incoming POs, check them against agreed terms, and raise the right record automatically.
Forms and KYC
Read onboarding and KYC forms, extract the details, and create the customer or vendor record.
Shipping documents
Process delivery notes, packing lists and bills of lading, and reconcile them against orders.
Expenses and receipts
Read receipts and expense claims, check them against policy, and prepare them for reimbursement.
From a document pile to a working flow
With and without document automation
- Staff key invoices and orders line by line.
- Documents pile up before someone processes them.
- Typos slip into the books and need rework.
- Month-end waits on a backlog of entries.
- Nobody can say where a number came from.
- Data is read and entered as documents arrive.
- Documents are processed in minutes, not days.
- Validation catches errors before they post.
- Month-end closes faster on a clean ledger.
- Every entry links back to its source document.
It works where your documents and data already live
We connect to the systems you use, not a walled garden.
What automation changes in practice
Why teams choose TCB Infotech for document automation
Document automation questions
How is this different from OCR or scanning?
Does it need a template for each vendor?
What happens when a document is unclear?
Will it connect to our ERP?
How accurate is it?
How long until the first flow is live?
Put Automation on Your Heaviest Document
Book a free consultation. We will find the document type where automation pays back fastest and show you how it would work.
Book a Free Consultation →No commitment. A working assessment of where automation fits.
The Features That Make Automation Accurate and Safe
Document automation is only as good as what it can read, how well it checks itself, and whether it knows when to stop. Here are the features that matter.
What sets real automation apart
It reads the document, not a fixed template
The system understands the structure of an invoice, form or order whatever its layout, so it handles new vendors and formats without a template to build for each one.
- Scanned and digital documents.
- Many layouts and languages.
- No per-vendor template to maintain.
It checks the data against your records
Each document is matched to your purchase orders, vendors and master data, the maths is checked, and mismatches are flagged, so errors are caught before anything reaches your books.
- Matches POs and master data.
- Checks totals, tax and duplicates.
- Confidence thresholds you set.
A clear trail from document to entry
Every document, every field and every posting is logged and linked, so you can see where a number came from, step in on the exceptions, and audit the whole flow.
- Source document attached to each entry.
- Exceptions routed to the right person.
- Full audit trail end to end.
Everything a document flow needs
It reads the lines, not just the total
The system extracts each line item, quantity, price and tax, not only the header, so the detail your ERP needs is captured rather than retyped.
- Header and line-item fields.
- Quantities, prices and tax.
- Structured, ready to post.
Handles whatever turns up
PDFs, scans, photos, emails and spreadsheets all flow through the same pipeline, so you are not limited to clean digital files.
- PDF, image and scan.
- Email body and attachments.
- Spreadsheets and exports.
Built for trust from the start
Confidence thresholds, validation, approvals and audit trails are part of the build, not an afterthought, so you can deploy with confidence and stay in control of your numbers.
- Confidence thresholds you set.
- Approvals on the values that matter.
- A full audit trail of every entry.
Reads documents in your languages
It reads documents in the languages your suppliers and customers use, with the same rules and fields across all of them.
- Supplier and customer languages.
- Consistent fields everywhere.
- Same rules across languages.
Two-way and three-way matching
It matches invoices to purchase orders and receipts, reconciles the differences, and only passes clean documents through, flagging the rest for review.
- Two-way and three-way matching.
- Reconciles quantities and amounts.
- Flags what does not match.
We watch it and keep it accurate
We track extraction accuracy and exception rates, catch the documents it gets wrong, and tune the rules as your vendors and formats change, so it stays sharp over time.
- Tracks accuracy and exceptions.
- Catches the documents it misses.
- Tunes as the documents change.