{ai automation}
Less typing, more doing.
Many processes still depend on someone reading a document and copying the data into another system. We use AI to read, understand and classify that information, and connect it to your tools so the process runs on its own.
- supplierExample Supplier Ltd99%
- tax idB0000000098%
- date14/10/202699%
- subtotal€1,240.0097%
- vat 21%€260.4097%
- total€1,500.4099%
- due date13/11/2026review · 72%
{in detail}
AI reads and understands; your systems get clean data.
Most admin processes follow the same pattern: a document or message arrives, someone reads it, pulls out some data, decides what to do and types it into another tool. It's repetitive, slow and error-prone work, and it tends to land on the people with the least time to spare.
We automate that whole journey. We pick up the input wherever it arrives (an email inbox, a shared folder, a form or an API), the AI extracts and validates the information, applies your business rules and sends it to the right system. Every data point is traceable: which document it came from, how confident the extraction was and who reviewed it if needed.
You don't need to automate everything to feel the difference. We start with the highest-volume process, measure the result on your own documents and expand from there. Anything the AI can't handle with confidence goes to a review queue, so your team only steps in for the exceptions.
Any format
PDFs, scans, photos, emails, spreadsheets or web forms.
Measured confidence
Every extracted value carries its confidence level and source document.
Review only the exceptions
Your team checks the uncertain cases, not every document.
Integrated end to end
Data lands in your ERP, CRM or accounting with no manual steps.
{what's included}
Everything you need, end to end.
01
Process map
We analyse the current flow, its volume, its exceptions and the time it takes, to decide what to automate first and what savings to expect.
02
Document extraction
Invoices, delivery notes, orders, contracts or forms turned into structured data, even when every supplier uses a different layout.
03
Classification and routing
Emails, tickets and requests tagged by type, urgency or department and sent automatically to the right person or system.
04
Validation and review
Business rules that check amounts, tax IDs or duplicates, plus a review queue for uncertain cases that doesn't hold up the rest of the flow.
05
Integration with your systems
Data lands in your ERP, CRM or accounting software through robust integrations, with retries and alerts if something fails.
06
Savings metrics
Dashboards with documents processed, accuracy, cases reviewed and hours saved, so you can see the return objectively.
{use cases}
Problems we solve all the time.
- Supplier invoices that arrive by email and get booked into accounting automatically.
- Orders received as PDFs or emails that become orders in the ERP.
- A support inbox that sorts, prioritises and assigns itself.
- Contracts analysed to extract dates, amounts, renewals and key clauses.
- Customer or employee onboarding from forms and scanned paperwork.
- Complaints and incidents summarised and classified before they reach your team.
{process}
A clear process, no surprises.
You always know what we're working on, why, and when you'll see it.
01
Discovery
We learn your business, your workflows and the real problem. Then we define scope, priorities and budget.
02
Design
Technical architecture, user flows and a clickable prototype before a single line of code.
03
Development
Short sprints with frequent demos. You see real progress, not status reports.
04
Launch
Testing, automated deployments and a smooth go-live.
05
Evolution
Support, improvements and new features as your business grows.
{faq}
Questions we often get.
How accurate is the extraction?
It depends on the document type. We measure accuracy on your real documents before going live, and low-confidence cases go to human review.
Does it work with scanned documents or photos?
Yes. We combine OCR with language models to read scans, photos and even layouts that vary from one supplier to the next.
How is this different from traditional RPA?
RPA replays clicks on fixed screens and breaks when something changes. AI understands the content, so it copes with different formats and new cases.
What happens to documents the AI doesn't understand?
They aren't lost or processed blindly: they go to a review queue with whatever data was extracted, and your team's corrections help improve the system.
Is it GDPR compliant?
Yes. We process data with providers that offer contractual guarantees, can keep processing on EU servers and set retention periods for each document type.
How soon do we see savings?
We start with the highest-volume process so the return shows up in weeks, not months.
{other services}
Everything connected, one team.
Integrations
We connect your CRM, ERP, e-commerce, payment gateways and internal tools so data flows on its own. Less manual work, zero duplicate records.
View service
Custom APIs
Secure, documented and versioned REST and GraphQL APIs, ready for other teams to build on.
View service
Web applications
Dashboards, customer portals and internal tools. Fast, accessible and easy to maintain.
View service
SaaS platforms
Multi-tenancy, subscriptions, roles and billing. From MVP to production without a rewrite.
View service
Mobile apps
Native iOS and Android apps from a single codebase, connected to your backend.
View service
AI agents
LLM-powered assistants and agents connected to your systems and documents: they answer customers, query your ERP or CRM and carry out tasks, with human oversight where it matters.
View service
{contact}
Have a project in mind?
Tell us what you need. We'll get back to you with focused questions, a proposed approach and an initial estimate.
- Keycode Systems ↗