>_ AI Automation
AI That Processes Your Documents,
Not A Chatbot Nobody Asked For
Every second agency is selling "AI transformation" right now and most of it is a chatbot. We do something specific: we automate the repetitive document processing and data entry that eats your team's time. AI extracts the data, your team reviews it. Hours of work become minutes of checking.
>_ Use Cases
What We Automate
AI makes sense when you're dealing with unstructured data like PDFs, emails, scanned documents, and photos. If the data is already structured, you probably need an integration instead.
Invoice & Bill Processing
- Extract line items, totals, and GST from supplier PDFs
- Auto-create bills in Xero or MYOB
- Match against open purchase orders
- Apply correct account coding automatically
- Human review screen before anything gets approved
Email Classification & Routing
- Sort emails into enquiry, complaint, order, invoice, or spam
- Pull out the key information from each one
- Route to the right team member with a summary
- Log everything in your CRM automatically
- Built for shared inboxes handling 100+ emails a day
Form & Application Processing
- Customer applications that arrive in different formats
- Supplier registration forms
- Validate submissions against your requirements
- Create records across CRM, accounting, and PM tools
- Flag anything incomplete or suspicious
Compliance Document Extraction
- Lab reports and certificates of analysis
- Import and export documentation
- Pull test results, batch numbers, and dates
- Feed data into your compliance management system
- Track pass/fail results against your thresholds
>_ Step By Step
How An Invoice Goes From PDF To Xero In 30 Seconds
This is what happens when an invoice hits your inbox with our automation running.
1. Email arrives. A supplier sends an invoice to your accounts payable email. Our system picks it up automatically. It doesn't matter if the invoice is a PDF attachment, an image, or embedded in the email body.
2. AI reads the document. The extraction model identifies the supplier name, invoice number, date, line items with quantities and unit prices, subtotals, GST amount, and total. It's been trained on your specific suppliers so it knows where each of them puts this information on their invoices.
3. Matching and coding. The system checks the extracted supplier against your Xero contacts, matches the invoice against open purchase orders, and applies account codes based on rules you've set. If it's a regular supplier, the coding is automatic. If it's new, it flags it for review.
4. Human review. Your team gets a review screen showing the original document alongside what the AI extracted. They can see immediately if anything looks wrong. One click to approve, or they edit any field before approving. This takes about 15 seconds per invoice.
5. Bill created in Xero. The approved bill appears in Xero with all line items, correct GST, correct coding, and the original PDF attached. Ready for payment approval through your normal process.
The same person who was spending four hours a day on manual data entry now spends twenty minutes reviewing what the AI extracted. The accuracy is higher because the AI doesn't misread numbers or accidentally skip a line item when it gets tired at 3pm.
>_ Honest Assessment
When AI Makes Sense vs. When It Doesn't
We'll tell you straight up if AI is overkill for your situation. If a simpler approach gets you there, we'll recommend that instead.
AI Makes Sense When:
- Unstructured data like PDFs, scanned docs, emails, photos
- High volume, roughly 20+ documents per day
- Repetitive extraction from similar document types
- Data needs to go into two or more systems
- 95-99% accuracy is fine with human review on top
Use Something Simpler When:
- Data is already structured and typed into forms or systems
- Low volume, under 5 documents per week
- You need 100% accuracy with zero tolerance for errors
- A Zapier automation or a better form would solve it
- You need a system integration, not AI extraction
>_ FAQ
Common Questions
Is AI accurate enough for financial documents?
Modern AI extraction hits 95-99% accuracy on well-formatted documents, but we never trust it blindly. Every automation has human review built in. AI extracts the data, your team checks it and approves. The goal is cutting hours of data entry down to minutes of checking, not taking humans out of the loop.
Where does our data go?
We run processing on NZ or Australian infrastructure. Your documents stay in your control and we don't send data to overseas AI platforms or use it for training. If you have strict data sovereignty requirements, we can deploy everything on your own servers.
How is this different from ChatGPT?
ChatGPT is a general-purpose conversational tool. Our automations are purpose-built pipelines trained on your specific documents, plugged into your systems through their APIs, with validation, error handling, and audit trails. Documents flow through automatically instead of someone copy-pasting from a chat window.
How much does AI automation cost?
It depends on the document types, the number of systems involved, and the complexity of the extraction. Every project gets a fixed quote after scoping so you know the cost before we start.
Spending Hours On Data Entry Every Week?
Tell us what documents you're processing and where the data needs to end up. We'll let you know if AI automation makes sense for your volume and whether the ROI is there.