Document Processing & Automation
Your team is spending hours reading PDFs, typing data into spreadsheets, and routing documents to the right people. Extraction, OCR processing, and automated routing take that work off their desks. The data goes where it needs to go without anyone entering it twice.
Book a CallVeteran Vectors builds document automation for small businesses. PDF invoice extraction, data entry elimination, document routing, and OCR processing. Built with n8n, Claude AI, and your existing tools. Builds are a fixed fee quoted on a call, with an optional monthly care plan.
Before & After
Before Automation
- Someone reads every PDF and manually types the data into another system
- Documents pile up in email inboxes waiting to be processed
- Errors from manual data entry create downstream problems
- Nobody knows where a document is in the process at any given time
- Filing and organizing takes hours that should be spent on real work
After Automation
- AI reads and extracts data from documents automatically
- Documents process within minutes of arriving, not days
- Accurate extraction on structured documents, with human review for edge cases
- Real-time tracking shows exactly where every document stands
- Automatic filing, tagging, and archiving with zero manual effort
How It Works
Capture
Documents arrive through email, uploads, scans, or direct integrations. The automation classifies each document by type, whether it's an invoice, contract, insurance certificate, or inspection report, and queues it for processing regardless of format.
Extract
AI-powered OCR reads the document and pulls out the key fields: names, dates, amounts, line items, reference numbers. Structured data comes out of unstructured documents. Works on native PDFs, scans, and even photos of documents.
Validate
Extracted data gets checked against your business rules and existing records. Confidence scores flag anything that falls below the threshold for human review. Clean data passes through automatically. You get speed with a safety net.
Route
Validated data flows to the right destination automatically. Accounting software, project management tools, CRM, compliance databases. Documents get filed in the right folder, tagged with the right metadata, and archived. No manual sorting.
What It Costs
Document automation builds are a fixed fee, quoted on a call, and the number moves with document types, volume, and the number of downstream systems. The optional care plan, month to month with 30 days' notice, is priced on the call.
After the build, the care-plan report shows how long the job takes now against the timing from the diagnostic, so you see the change in your own numbers.
Frequently Asked Questions
What types of documents can be automated?
Almost any document with a repeatable structure. Invoices, contracts, purchase orders, insurance certificates, tax forms, applications, inspection reports, compliance documents. If someone is manually reading a document and typing data into another system, that process can be automated.
How accurate is AI document extraction?
AI extraction is accurate on structured documents like invoices and forms. For less structured documents, accuracy depends on document quality and consistency. Every build includes a confidence threshold. Documents below the threshold get flagged for human review instead of being processed automatically. You get the speed of automation with a safety net for edge cases.
Can it handle scanned documents and PDFs?
Yes. The automation uses OCR combined with AI to extract data from PDFs, scanned documents, and photos. It handles typed text, printed forms, and with newer AI models, even handwritten content. The format doesn't matter.
Is my document data secure?
Your data stays in your systems. The automation runs on n8n in your environment or a secure cloud instance. Documents are processed and the extracted data goes directly into your existing tools. We don't store or retain your documents.
How long does setup take?
Most document automation builds are live within 2-4 weeks. We start with your highest-volume document type, get that running and verified, then expand to additional document types. Each new document type adds about a week.
Stop Paying People to Do Data Entry
Book a free 30-minute call. Tell me which documents get typed in by hand and who's doing it, and I'll tell you whether it's worth a paid diagnostic, credited in full to the build.
Book a CallWorkflow Automation
Which job eats the most hours?
Tell me the one job someone on your team does by hand every week. On a free 30-minute call I'll tell you whether it's worth a paid diagnostic, and that fee comes off the build.
Book a CallVeteran Vectors connects the software you already own. I take one job someone on your team does by hand every week and build it to run on the tools you already pay for, in your own accounts.
See the automation work →