Practice 04 · Artificial intelligence & automationDocument AI and processing: read, extract and check without re-keying everything
Incoming documents come in every form: clean PDFs, crooked scans, photos taken on a phone, handwritten letters. Their content still has to end up in your software, field by field, after verification. Document AI combines character recognition, classification and extraction, keeping the human eye for the doubtful cases.
A test on a few real documents, free
Reading and extractionFrom document to record, field by field
Thresholds are not the same for every field: a mistake on an amount or a due date costs more than one on a description, so sensitive fields carry stricter requirements. Every correction an operator makes is kept, which lets you track real quality field by field and type by type.
Extracted record
Supplier invoice
Threshold 90%
- Supplier
- Varenne Supplies Ltd
- Confidence 99%
- Invoice no.
- FA-2026-0418
- Confidence 99%
- Date
- 03/09/2026
- Confidence 98%
- PO reference
- BC-7731
- Confidence 96%
- Net amount
- €4,280.00
- Confidence 97%
- VAT
- €856.00
- Confidence 97%
- Due date
- 18/10/2026
- Confidence 58%
- To review: handwritten note
- Net + VAT = total
- PO BC-7731 matched
6 fields validated automatically, 1 sent to an operator
Next in the queue
- Purchase orderClassified
- Contract amendmentClassified
- Unknown typeTo an operator
Who it is for, and whenDocument flows where AI applies
Automated processing becomes worthwhile when volumes are regular, documents follow recognisable structures and the extracted information feeds a downstream process.
- Supplier invoices received by post or email, to be matched against orders and posted to accounting with the right accounts and due dates.
- Contracts and amendments from which parties, dates, amounts and termination clauses must be pulled.
- Registration or claim forms, completed by hand or online, whose fields must be checked before integration.
- Supporting documents (identity, certificates, statements) to be filed in the right folder and verified.
The scopeWhat Kopus builds to process your documents
The processing chain is assembled from several building blocks according to your documents. Optical recognition turns the image into text, including on scans of average quality. Classification identifies the document type and routes it to the right treatment. Extraction, handled by vision and language models, captures the fields you have defined: number, date, net amount, VAT, counterparty identifier, order reference.
Each extracted value receives a confidence score. We set control thresholds with you: above the line, the value goes straight into your software; below it, an operator checks it in an interface showing the document and the field side by side. Consistency checks come on top, for example agreement between total and line items, or a match with an existing order.
We deliver the integration with your destination tools (accounting, document management, ERP) and quality tracking: automatic extraction rate, correction rate by field and by type. Documents containing personal data get an explicit choice of provider and processing location.
What you get
- Documents processed in minutes rather than days.
- Reliable data, straight into your tools.
- A document memory that is finally usable.
The methodHow a document processing project unfolds
Sampling
We gather a representative batch of your documents, with their real variability (issuers, formats, scan quality), and the list of fields to extract.
Baseline measurement
On that sample, we test the extraction blocks and measure the success rate field by field.
Setting thresholds and checks
Confidence levels, consistency rules, cases always sent for validation.
Integration and validation interface
Connection to your software, building the control screen, training the operators.
Dual-flow start
The old circuit and the new one run in parallel, then the automated circuit takes over for the validated types.
Our positionOur view: quality is measured on your documents, not in a demo
Automated reading demos look impressive on a crisply printed invoice. Your documents include dark scans, handwritten notes and formats nobody anticipated. The quality you can reach depends on that variability, which is why we measure on a real sample before promising anything. An honest extraction rate, paired with targeted human control, beats a flattering figure that collapses in production.
Your questionsFrequently asked questions about this service
Can AI read documents automatically?
Yes, for many document types and fields, with reliability that varies with the quality and consistency of the paperwork. Human validation is therefore calibrated to the possible errors and the sensitivity of the data.
What happens with a document of an unknown type?
Classification flags it as unrecognised and routes it to an operator, with no guesswork extraction. If it becomes frequent, we add it to the scope with its own fields and thresholds.
Are our documents sent to an external service?
It depends on the configuration chosen. For sensitive documents, we favour components hosted in Europe or on your own infrastructure, and we state in writing which processing happens where.
What types of documents can you process?
Invoices, purchase orders, contracts, CVs, correspondence, forms, reports, in digital or scanned formats. Accuracy depends on the quality and variety of documents, which we assess on a sample.
What is document AI?
The use of artificial intelligence models to read documents, extract useful information, classify and summarise them, whether invoices, contracts, correspondence or forms, including scanned ones.
What accuracy can we expect on data extraction?
It depends on the quality and variety of the documents. Kopus measures it on a sample of your real documents before any commitment, and keeps human validation on uncertain cases.
Can we search archives spanning several years?
Yes. Once documents are indexed, you can ask a question in natural language and find the clause, date or amount you are looking for, with the source document.
Go furtherPages related to this service
Let’s bring your projects to lifeYour next project starts here.
Let’s test your documents on a real sample and measure what automation gets out of them.
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