Document management software with AI: reading, data extraction and an organized archive
Someone spends the day opening PDFs and typing data into the system: invoices, freight bills, lab reports, contracts. Documents are scattered across e-mails and folders with names like final_v3. At audit time, finding one receipt turns into a hunt.
Documents with AI, step by step
Intake from any channel
The agent receives documents by e-mail, WhatsApp, upload or a shared folder and identifies the type of each one.
Data extracted and checked
The agent reads the document, scanned ones included, extracts the relevant fields and checks them against what already exists in your systems. Anything with low confidence goes to review.
Posted in the right system
The data goes to the matching ERP, CRM or spreadsheet, and the document is attached to the record, with no typing.
An archive you can search
Each document is filed with a standard name, folder and tags. Anyone authorized can find it by asking in chat in plain language.
Less repetitive work. More control.
- An end to retyping documents
- Data checked before it enters the system
- Documents organized by default
- Auditors finding what they need
Systems used in this solution
Ready-made AI teams for this work
Real estate lead team
The lead asks about the apartment at 9 p.m. It gets an answer, a few questions about budget and timing, and a viewing on the calendar.
Inventory planning team
Stock, sales and lead times are checked every day. You get a reorder list per SKU and a warning about what is not selling.
Procurement and quotes team
Requests go out to suppliers, quotes come back into one table, and the approver sees price, terms and past orders before saying yes.
Logistics and deliveries team
Routes, drivers and delivery status in one place, with customers told about delays before they have to ask.
Questions about documents with AI
Does it work with scanned documents or photos?
Yes. The agent reads scanned documents and photos, and when a reading is not reliable, it asks for human review.
How is it different from plain OCR?
OCR turns an image into text. The agent understands the document, extracts the right fields, checks them against your systems and posts them where they belong.
Does it integrate with SharePoint and Google Drive?
Yes, as well as ERPs such as TOTVS and SAP, to attach documents to records. TOTVS is a Brazilian ERP.
How are confidential documents handled?
Access is set by permission and folder, every read goes into the audit trail, and the data follows data protection law.
