In short
Nearly every company has the same bottleneck: a mailbox where orders, enquiries, confirmations and documents arrive, and one or two people who have to get all of it into the system.
The work is not difficult, it is simply endless and error-prone. Which is exactly why it is the best place to start.
Finding documents
Where is the latest version of that contract, and what was agreed about the notice period? A searchable knowledge base answers that in seconds, with a reference to the document and the passage. Read how that works.
FROM PDF ORDER TO ORDER IN YOUR ERP
A customer sends a purchase order as a PDF. Today someone retypes it. An agent reads the document, recognises the customer, matches their item numbers to yours, checks the prices against the agreement and sets up the order.
Your colleague reviews and confirms. On doubt, for example an item that is not recognised or a price that deviates, that is flagged rather than quietly filled in.
GOOD TO KNOW
This is the application we see the most demand for, and it is one that scopes well.
It works best with customers who order regularly, because the system then learns the translation between their item numbers and yours.
SORTING THE MAILBOX
- Classify incoming messages: order, question, complaint, invoice, application.
- Assign them to the right colleague or department.
- Recognise attachments and file them in the right case.
- Prepare a draft reply for questions that come up often.
Here too we build it as a suggestion. The message only goes out when someone presses send.
REVIEWING CONTRACTS AND AGREEMENTS
- Extract clauses from a contract and set them against your standard terms.
- Flag deviations and unusual provisions.
- Signal expiring contracts and tacit renewals in time.
- Gather supporting documents when an audit or inspection is coming.
This is support, not legal advice. The agent points at where to look, your lawyer judges.
WHAT TO SORT OUT FIRST
A document agent is only as good as the data it connects to. Before you start, it is worth checking three things.
- Are your customers and items recorded consistently in the system, without duplicates?
- Is there a fixed place where documents land, or does everything run through personal mailboxes?
- Do you know which customer uses which item numbers, or does that sit in the heads of your internal sales team?
That third question comes up in almost every project. Writing the answer down somewhere is a gain in itself, regardless of what gets built afterwards.
YEARS OF .NET EXPERIENCE
PROJECTS DELIVERED
SUCCESSFUL ERP INTEGRATIONS
IN-HOUSE SPECIALISTS
How we start
We gather around fifty real documents from recent months, including the awkward ones.
We build the recognition and test it on those documents, so you can see where it fails.
Only once the results check out does the agent get permission to set up orders.
What it delivers in practice
Do not expect your administration to halve after a month. Do expect the retyping to largely disappear, errors in item numbers and prices to become visible before they carry through into invoicing, and your administrative staff to get time for the work that takes judgement.
That last point is worth more than it sounds. Most companies have stopped looking for extra administrative staff today, because they cannot find any.
Why companies choose IDcreation
- The Belgian Defence has been our largest client for over ten years. What meets those security requirements will hold up with you.
- No standard package you have to bend to, but software that follows the way you work.
- Our own hosting in Belgium, with monitoring, backups and a single point of contact.
- Since 1996 we have built in Microsoft technology. One strong foundation makes us fast and thorough.
