Sistava

AI Document Processing | Extract and Route Invoices, Contracts

AI Operations Team

Extract and route invoices, contracts, and forms

Document Processing turns the daily flood of invoices, contracts, forms, and receipts into structured data that flows into the right system without a human keying it in. Your AI Employee reads each document, extracts the fields you care about, classifies it, and routes it to accounting, legal, HR, or operations. You configure the document types and the fields to capture once. The Employee reads inbound documents from email, shared drives, or upload, identifies the type, pulls out vendors, amounts, dates, terms, signatures, and other fields, and writes them to your system of record. Confidence scores flag items that need human review. Manual data entry is slow, expensive, and error-prone. People skip fields when busy. They mistype amounts. They forget to file the document. An AI Employee processes hundreds of documents a day with stable accuracy, flags anything it is not sure about, and keeps a complete audit trail of what came from where.

Benefits

How It Works

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At a Glance

< 1 min
Per-document processing time
95%
Field-level extraction accuracy
24/7
Inbox monitored continuously
90%
Reduction in manual data entry

Classification before extraction

The Employee classifies each document before pulling fields. An invoice has a vendor, an amount, a due date, and line items. A contract has parties, effective dates, and termination clauses. An expense receipt has a date, a merchant, and a total. By identifying the type first, the Employee applies the right field schema and pulls cleaner data. This matters when documents arrive in mixed batches, like a shared inbox where vendors send invoices, statements, and W-9s in the same week. Each one ends up in the right system with the right fields.

Confidence-driven review

Every field extraction comes with a confidence score. Fields above your threshold post directly to the destination system. Fields below it queue for human review with the original document side by side. This gives you the throughput of full automation on the easy cases and the safety of human review on the ambiguous ones. The threshold is tunable per document type, so high-stakes contracts can require more review while routine receipts can flow through with less. As the Employee processes more of your documents, average confidence rises and the review queue shrinks.

Source linkage and audit

Every record posted to your accounting, contract, or HR system links back to the original document. When a vendor disputes an invoice amount, you click through to the source PDF in one step. When an auditor asks for proof, the trail is already there. This linkage also makes corrections safe. If a field needs to be fixed, the human reviewer sees both the extracted value and the source, so the correction is grounded in the document rather than guessed. Records and source files stay in sync over the lifetime of the document.

FAQ

What document types are supported?

Invoices, purchase orders, contracts, expense receipts, tax forms, vendor onboarding forms, and most other structured business documents. You define new types by giving the Employee a few examples and the fields you want extracted.

How accurate is the extraction?

Field-level accuracy typically lands above 95% on common types after a short tuning period. The Employee reports confidence per field, so anything below your threshold is queued for human review before it posts to the destination system.

What about handwritten or low-quality scans?

It handles printed documents and most scans well. Handwritten content gets a lower confidence score and routes to review by default. You set the threshold based on how much manual review you are willing to do.

Where does the data go after extraction?

Wherever you connect. QuickBooks or Xero for invoices, your contract management system for contracts, your HRIS for HR forms, or any system with an API. The destination is configured per document type.

Can it match invoices to purchase orders?

Yes. With a connected system of record, the Employee matches the extracted invoice fields against open POs, flags mismatches, and routes only matched invoices for payment. Mismatches go to a human reviewer with both records side by side.