Prepare document data for your administration
A workflow design for data from invoices and forms, with field checks and human approval before further processing.
Workflow design: this page describes a possible setup, not measured customer results or a live production integration. We agree feasibility, data use and acceptance criteria for your situation in advance.
- Prepare data
- Check fields
- Approve before processing
Recognisable manual work
Situations this workflow design is intended to address.
- Data from PDFs or forms is copied manually.
- Unusual documents, missing fields and unclear scans need extra review.
- Without a source reference, it is hard to see where an amount or customer detail came from.
How the solution can be designed
Possible components, depending on your systems, access and agreed scope.
- Receive agreed document types and prepare the required fields.
- Apply checks to required fields, amounts and potential duplicates.
- Show uncertain data alongside the source document for human review.
- Only after the agreed approval, prepare or perform an administration step through a checked integration.
The proposed workflow
The process in four steps.
Receive
Receive the agreed files through a controlled intake route.
Extract
Prepare the agreed fields and keep the source reference.
Validate
Check amounts, missing fields and duplicates; refer uncertain cases for review.
Transfer
Transfer only approved data through the agreed integration.
What we test and measure before launch
We agree success criteria in advance. Outcomes must be demonstrated in your process, including review and rework.
Representative documents
Test different formats, quality levels and exceptions using fictional or carefully anonymised documents.
Field and error checks
Measure outcomes per required field and check what happens with missing or incorrect data.
Administrative approval
Have the process owner review the checks and authorisations needed before data is posted.
What we need to check first
Requirements and agreements for a feasible proposal. A mentioned system is not automatically connected.
Which manual task would you remove?
Discuss one recurring task in a free 30-minute call. We map the process, required access and a sensible first step. Do not share passwords or sensitive customer files.
