Hours that don't show up anywhere
Someone in finance or dispatch spends a large part of every week copying numbers from one screen to another. It is invisible on a budget and obvious on a timesheet.
Build · Document automation
Stop retyping what’s already on paper.
Invoices, proofs of delivery, contracts and quote requests. We build pipelines that read your documents, extract the fields you need, check them against rules, and put them where they belong, with a person approving anything that matters.
Why it matters
Manual capture is slow, and it is where errors start.
Every re-key is a chance to be wrong
A transposed digit on an invoice or a missed POD becomes a disputed payment or a lost claim weeks later, when it is expensive to fix.
Automation without checks is worse
Blindly pushing extracted data into your accounts is how errors scale. Validation rules and an approval step are part of the build, not an extra.
Pricing guide
Common builds
| Pipeline | Typical price | What it does |
|---|---|---|
| Invoice intake to Xero or Sage | R25,000 starter · R45,000 full | Reads supplier invoices from email, extracts and validates the lines and VAT, and creates draft bills for approval |
| Proof of delivery capture | R35,000–R60,000 | Turns photographed or scanned PODs into structured delivery records against your tracking or billing system |
| Contract clause extraction | R50,000–R80,000 | Pulls key terms, dates, obligations and renewal triggers from contracts into a searchable register |
| Quotes from specifications | R35,000–R55,000 | Reads spec sheets and enquiry emails and drafts a priced quote for a person to check and send |
What every pipeline includes
Concrete deliverables, agreed upfront.
Everything below is written into the engagement letter before work starts, so you know exactly what you are paying for.
- Capture from where documents arrive: an email inbox, a scanner folder or WhatsApp
- Optical reading and field extraction, with a confidence score on every field
- Validation rules: totals add up, VAT is right, the supplier exists, the order number matches
- An exception queue where a person approves, corrects or rejects anything the rules flag
- Integration into Xero, Sage or your own system, as drafts until approved
- A full audit trail from source document to posted record
- Accuracy measured on your own historical documents before it goes live
Process
How it runs
Week 1
Sample your real documents
We collect a hundred or more of your actual documents, including the messy ones, and agree exactly which fields matter and what counts as correct.
Weeks 2–3
Extraction and rules
Build extraction and validation, measured against the sample until accuracy clears the agreed threshold.
Weeks 3–5
Integration
Connect to your accounting or operations system, as draft records that a person approves.
Weeks 5+
Parallel run and go-live
Run alongside the manual process until the numbers agree, then switch over and train your team.
- Finance teams processing dozens of supplier invoices a week
- Logistics and courier businesses handling proofs of delivery
- Legal, property and HR teams managing contracts
- Manufacturers and wholesalers quoting from specifications
- A few documents a month: the build costs more than it saves
- Anyone who wants no human approval on financial postings
Investment
R25,000from
Most pipelines fall between R25,000 and R80,000 depending on document variety and the systems involved. You get a fixed price after we have seen a sample of your documents.
- Timeline
- Three to eight weeks
- Running costs
- Extraction and model usage billed at cost
- Warranty
- Thirty days of fixes after go-live
- VAT
- Prices exclude VAT where applicable
Questions
Things people ask.
What about handwritten documents?
Handwriting can often be read, but accuracy is lower and varies with the writer. We measure it on your real samples before promising anything, and route low-confidence fields to a person.
What happens when it gets something wrong?
It is designed to catch its own uncertainty. Low-confidence fields and failed validation rules go to an approval queue rather than into your books.
Does it replace our clerk?
It removes the retyping, not the judgement. Most clients move the same person onto checking exceptions and chasing discrepancies, which is a better use of their time.
Tell us what you're trying to fix.
A 30-minute call is enough to tell whether this is the right build, and whether you should start with an audit instead.