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Intelligent Document Automation

Customer Revolutionizes Document Management and Workflow Efficiency with AI Automation

Case Details

Tags: Intelligent Document Automation

Project Duration: 3 Months

Industry: Transport & Supply Chain

Customer revolutionizes document management and workflow efficiency with AI automation

Overview

Customer was grappling with severe inefficiencies caused by outdated manual workflows and a fragmented document management system. The consequences were clear: time-intensive operations, frequent errors, and high staffing costs due to the repetitive nature of tasks.

In partnership with Thoughtin, the client implemented an AI-driven automation solution designed to streamline document processing, reduce operational bottlenecks, and elevate overall productivity. The result? A 70% reduction in processing time and an 80% decrease in personnel required for manual document handling — leading to substantial cost savings and a dramatic boost in operational agility.

The Challenge:
Disconnected Systems and Manual Overload

The client was burdened by heavily manual processes involving high volumes of diverse documentation, including:
  • Invoices: Received in inconsistent formats (PDFs, physical copies, email attachments)
  • Receipts: Submitted in image format for expense claims
  • Purchase Orders: Required manual input and cross-verification
  • Delivery Notes: Needed alignment with invoices
  • HR Documentation: Applications, employee files, policy acknowledgements
  • Industry-Specific Records: Critical operational documents with unique formats
These manual procedures presented several persistent challenges:
  • Excessive Time Consumption: Teams were spending countless hours reviewing, extracting, and routing document data
  • High Error Frequency: Manual entry led to frequent inaccuracies, delaying payments and threatening compliance
  • Fragmented Storage: Documents were scattered across physical archives, inboxes, and cloud drives
  • Slow Turnarounds: Processing cycles were delayed, impacting service delivery and response times
  • Scalability Issues: As operations scaled, manual methods became unmanageable
  • Inflated Costs: A large portion of the workforce was allocated to low-value, repetitive tasks

The Solution: Intelligent Automation Powered by AI

Following a comprehensive workflow assessment, Thoughtin implemented a bespoke AI-powered automation platform, designed specifically to Following a comprehensive workflow assessment, Thoughtin implemented a bespoke AI-powered automation platform, designed specifically to meet the client’s needs.

Key components included:
Utilising advanced Optical Character Recognition (OCR) and Natural Language Processing (NLP) to extract data from scanned documents, PDFs, and photos with high accuracy.
AI trained to identify and categorise documents (e.g. receipts, purchase orders, invoices) automatically, eliminating manual sorting.
Seamless extraction of key data points: invoice numbers, dates, supplier names, expense types, employee details and more.
Documents and data routed to the appropriate systems — e.g. accounting software, HR systems — for further action without human involvement.
Secure API integration with existing ERP and financial platforms ensured a smooth digital transition with no disruption to current systems.
A secure, searchable document hub for fast access, version control, and easy collaboration.
Intelligent flagging of anomalies or incomplete entries for human review, maintaining quality control.
Designed for non-technical users, the interface allows teams to monitor workflows, manage exceptions, and retrieve documents with ease.

Implementation Approach:
Collaborative, Structured and Scalable

The deployment followed a methodical and collaborative framework:
Audit of existing workflows, integration points, and document types.
Custom AI models Custom AI models tailored to the customer's unique data and processing needs unique data and processing needs.
Real documents used to train the AI for maximum accuracy and reliability.
APIs linked the new platform to the client's ERP and accounting infrastructure.
Controlled launch of automation tools and document repositories.
In-depth training sessions ensured smooth adoption across departments.
Post-implementation optimisation and technical support provided by Thoughtin.

Key Results: Tangible Gains, Lasting Value

The customer achieved measurable success following the implementation:
Manual tasks streamlined, freeing up teams to focus on high-value work.
Personnel previously assigned to data entry were reallocated to strategic roles.
Fewer errors, less labour, faster processing = lower operational costs.
AI-driven validation improved data integrity and supported regulatory adherence.
The system is capable of handling growing document volumes effortlessly.
Employees were relieved from repetitive tasks, resulting in higher job satisfaction.
Teams gained instant access to critical documents, improving collaboration.

Conclusion: A Digital Transformation Success Story

The collaboration between the customer and Thoughtin stands as a testament to the transformative power of intelligent automation. By integrating AI into their document handling and workflows, the client not only solved a pressing operational challenge but also unlocked a new level of efficiency, scalability, and employee empowerment.

At Thoughtin, we remain committed to delivering future-proof automation solutions that drive tangible value for modern businesses. Whether you’re looking to modernise workflows, reduce operational costs, or accelerate your digital transformation, we’re here to help you make it happen.