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Solution · Document & Product Data

Documents in. Checked data out.

AI that reads contracts, claims, invoices and supplier catalogues, compares them with the records you already hold, and writes the result into the system that acts on it.

Extraction is the easy half. The value is the comparison with what you already know, and knowing when to stop and ask a person.

Get in touch See the modules
From what arrives to what your systems can act on
  1. What arrives
    • Supplier catalogues, spec sheets and feeds
    • Claims, contracts and invoices
    • Scans, PDFs and spreadsheets
  2. What we check it against
    • Your category tree and attribute schema
    • The policy or master record on file
    • Your own business rules
  3. What comes out
    • A clean record in your system
    • A decision with the reason behind it
    • An exception queue for the rest

Nothing is posted that cannot be traced back to the document it came from.

What it costs today

The work nobody wants to do

Reading and typing is still how most of this gets done. It is slow, it is uneven between people, and it is where the errors come from.

  • People-hours

    Teams read the same document types every day and type the result into another screen.

  • Backlog at the peaks

    Volume arrives in waves, headcount does not, so the queue grows exactly when speed matters.

  • Errors nobody sees

    A wrong figure or a wrong category turns up weeks later, found by a customer or an auditor.

  • Time to live

    A new supplier or a new document type takes weeks before anything can be processed at all.

Modules

Two modules, one way of working

Both read something that arrives, check it against what you already hold, and hand over data your systems can act on.

Available now

Product Data & Catalogue

Supplier and seller products into the right category with complete attributes and pages ready for search, however differently each supplier describes them.

  • Products matched to your category tree, not to the words a supplier happened to use
  • Attributes filled from the documents that came with the product, never invented
  • Product pages in your format, ready for search and filters
  • Whatever cannot be decided goes to a person instead of going live wrong

On an e-commerce platform, the products onboarded this way lifted click-through by 9.5 %. Read the case study

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Next module

Document Understanding

Claims, contracts, invoices and records read in the layouts you actually receive, checked against the record they belong to, and posted into the system that acts on them.

  • Read in the layouts you receive, not the ones a vendor would prefer
  • Checked against the policy or master record it belongs to, not only extracted
  • A confidence threshold you set, and everything below it goes to a person
  • Posted into your system with the source document and page on record

For a European insurer, claim information was extracted and compared with the contract on file to decide liability probability: 4M USD saved and 8 % fewer errors, built by our founding team in a senior role at a global technology leader. Read the case study

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Every department

The same pipeline, different paperwork

One pipeline serves teams that look unrelated on the org chart. They all receive something, check it against something, and act.

  • Claims and underwriting

    Claims read and checked against the policy on file, so the liability question is answered before a person opens the file.

    Document Understanding

  • Finance and accounts payable

    Invoices matched to orders and contracts, with the exceptions separated from the rest.

    Document Understanding

  • Purchasing and range planning

    Supplier catalogues live in days instead of weeks, in your categories and your attributes.

    Product Data & Catalogue

  • E-commerce and merchandising

    Complete attributes, so filters, search and comparison actually work on every product.

    Product Data & Catalogue

  • Legal and compliance

    Terms found and compared across contract versions, with the clause kept on record.

    Document Understanding

  • Customer service

    The answer that is in the file, without anyone reading the file first.

    Document Understanding
How we keep it honest

What happens when the model is not sure

This is the second question every buyer asks, and the reason most document projects quietly die. Our answer is the same on every module.

  • A threshold you set

    Every value comes with a confidence. Above your threshold it posts, below it waits for a person. You choose where that line sits, field by field.

  • Unknown stays unknown

    A value that is not in the document is not invented. An empty field is a result, not a failure.

  • Every value traceable

    Each value keeps the document and the page it came from, and the model version that read it, so an auditor or a customer can be answered.

  • Measured before go-live

    We agree the accuracy and the straight-through rate on a sample of your own documents before anything runs unattended, and we keep measuring afterwards.

How it fits together

One pipeline, every document type

The expensive part is rarely the model. It is the plumbing: getting documents in, getting values out and getting them into the system that acts on them. We build that once, in your cloud, so the second document type costs a fraction of the first.

  • Your sources

    Mailboxes, scanners, supplier portals, feeds and the folders people already use.

  • The pipeline

    Read, check against your records, decide, post. The same four steps for every type.

  • Your systems

    Claims system, ERP, PIM, shop and reporting. We write into what you already run.

  • Your people

    The exception queue, and nothing that could have been handled without them.

Already running an OCR tool or a PIM? We build on it rather than next to it.

How we work together

Start with one document type, add the next on the same pipeline

A fixed-fee assessment, a pilot on time and material with an estimate up front, then a monthly run fee. You never commit to more than the next step.

  1. 1 2 to 3 weeks

    Assessment

    We take a sample of your own documents, measure what can be read and checked today, and show the straight-through rate you could expect, field by field.

  2. 2 8 to 12 weeks

    Pilot

    One document type goes live for one team, posting into one system, with the threshold, the exception queue and the measurements in place from day one.

  3. 3 monthly

    Run

    Daily runs, new layouts added as they appear, accuracy and straight-through rate reported. The next document type uses the same pipeline.

Trust and data

Your documents stay yours

  • Runs in your cloud

    The pipeline runs where your documents already are. They are not sent to a third party to be read.

  • No training on your data

    Your documents are not used to train anyone's model, ours included.

  • An audit trail by default

    Every value keeps its source document, page and model version, which is what an audit asks for.

  • Your team decides

    The threshold, the exception queue and the final say stay with your people.

More on how we handle data: Trust & Data

FAQ

Frequently asked questions

How accurate is it?
On your documents, nobody knows until it has been measured, and we will not quote someone else's number at you. The assessment measures it on a sample of your own files and states the straight-through rate you can expect, field by field.
Our scans are poor and every supplier sends something different.
That is the normal starting point. Quality varies by source, and the assessment shows which sources run clean, which need a person, and what changes if a supplier sends differently.
Do we need to replace our systems?
No. We write into the systems you already run, and build on an OCR tool or a PIM if you have one.
What about handwriting?
Printed text and structured forms run well. Handwriting is possible but less reliable, so it usually falls below the threshold and goes to a person, which is the correct outcome.
Who is liable when a value is wrong?
You are, exactly as you are today, which is why the threshold and the exception queue exist. Nothing runs unattended that you have not agreed should run unattended.
How many documents do we need to start?
Enough to measure, which is usually a few hundred of each type. The assessment says what your volume supports.
There is personal data in our documents. Is that a problem?
No. The pipeline runs in your own environment under a data processing agreement (Art. 28 GDPR), and the access rights that apply to the documents today apply to the pipeline.
How is it priced?
The assessment has a fixed fee. The pilot runs on time and material with an estimate at the end of the assessment, because document variety is what drives the effort. Once live, there is a monthly fee.

Stop reading and typing.

Thirty minutes on a call: tell us what arrives, what your team does with it and where the result has to land. We will tell you which document type pays back first and what it needs from your data.

Get in touch
  • Free first call
  • Documents stay in your environment
  • You own the pipeline

or email ai@prodata.ai