Operations Automation
Stop processing incoming documents by hand.
Octacer builds a document processing runtime that takes documents from inbox, shared drive, or scan — classifies them, extracts the data, validates it against your systems, routes exceptions to the right person, and files everything automatically.
01
Capture and intake
Documents are picked up from monitored mailboxes, watched folders, scan-to-email, and direct uploads.
02
Classification and extraction
The document type is identified (invoice, PO, certificate, delivery note, customs form, etc.).
03
Validation against source systems
Extracted data is checked against your ERP, accounting system, or CRM: does the PO exist, does the vendor match, do amounts reconcile.
04
Exception routing and resolution
Documents that pass validation continue automatically.
05
Posting and downstream processing
Validated documents trigger their downstream step: invoice posted in the ERP, order released, certificate linked to the vendor record.
06
Filing and audit
Every document is stored with its extracted metadata, validation results, and decision history.
Connects to the systems you already run
Today, by hand
- 1A document arrives in a shared inbox, a personal mailbox, a shared drive folder, or on a printer/scanner.
- 2Someone opens it to figure out what it is — an invoice, a purchase order, a certificate of insurance, a customs form, a delivery note.
- 3The same person (or someone else) reads the document and types the relevant fields into the ERP, the accounting system, or a spreadsheet.
- 4The document is saved into a folder structure — often with a filename only the person who saved it understands.
- 5Someone manually checks whether the document matches what's in the system — PO number matches the invoice, quantities line up, the supplier is approved.
- 6If something doesn't match, the document is forwarded by email to whoever "owns" the issue, with a short explanation typed from scratch.
- 7Someone follows up days later to check whether the exception was resolved, because nobody tracks it.
- 8The original document is filed somewhere, and nobody can find it reliably afterward.
This isn't a document problem. It's a coordination problem.
The operating rule
Confidence decides the path
High confidence + valid data → update the system and keep an audit record.
Low confidence or an exception → route the full context to a reviewer.
Nothing posts blindly. Once a person resolves the exception, the same workflow continues.
Where it breaks
Documents sit in shared inboxes
Result:approvals and payments are delayed by days while someone gets around to opening the attachment.
Data typed into the ERP by hand
Result:data-entry errors create mismatches that take longer to fix than the entry took.
Every person names files differently
Result:"invoice_20240315_final_v2.pdf" is a filing system only one person understands.
Validation is a human memory task
Result:the person checking the PO number against the invoice has to know which system to look in and what "matches" means for this document type.
Exceptions are emailed and forgotten
Result:follow-up depends on the recipient's memory and priority list.
No audit trail
Result:when a document is disputed, there is no record of who saw it, when, and what they decided.
What Octacer automates
Document intake
- Monitors shared mailboxes and watched folders for incoming documents across formats — PDF, scanned images, Office files.
- De-duplicates repeated arrivals and re-submissions.
- Registers every document with a timestamp, source, and channel before anything else happens.
Document intelligence
- Classifies the document type from content, not filename.
- Extracts fields with per-field confidence scoring.
- Handles multi-page documents, mixed document batches, and poor-quality scans.
- Recognizes handwritten fields where the document type demands it.
Validation layer
- Looks up referenced records in your ERP, accounting, or CRM (PO numbers, vendor IDs, order references).
- Reconciles amounts, quantities, and dates against system values.
- Applies your business rules — min/max thresholds, required fields, dual-approval triggers.
Exception management
- Routes failures to the assigned owner with the discrepancy displayed in context.
- Creates tracked tasks in your existing tooling (email, Slack, or task system).
- Escalates unresolved exceptions after a configurable waiting period.
Posting and integration
- Writes validated data back to the source systems — creates the invoice in the ERP, updates the vendor record, releases the order.
- Triggers notifications only where a human decision is required.
- Records everything for audit.
Filing and search
- Stores the original document alongside its extracted metadata.
- Makes retrieval possible by vendor, date, amount, PO number, or document type — not by filename.
Not every document should be processed automatically. The runtime is designed to keep people in the loop where judgment matters and to keep them out where it doesn't.
- High-confidence documents (classification and all critical fields validated against source systems) continue without human review.
- Low-confidence documents — unclear scans, ambiguous classification, missing fields — are routed to a person with the document and the extracted data displayed side by side.
- Validation mismatches go to the responsible owner with the discrepancy shown — extracted value, system value, and the difference.
- When a person resolves an exception, the corrected document continues the pipeline from where it stopped — nothing restarts from scratch.
- Every human decision is recorded with the reviewer, the timestamp, and the action taken, for audit.
Before & after
Before
Manual coordination
- 01Inbox → open attachment → identify document type → read and extract fields → switch to ERP → retype data → switch to filing system → save file → manually validate against PO → find the owner of the mismatch → write email → attach document → wait days → follow up → resolve → file the email thread.
After
A controlled workflow
- 01Document arrives → classified → data extracted → validated against source system → mismatch routed to owner with context → resolved → posted to system of record → filed with metadata → searchable in seconds.
Systems we connect
ERP
- NetSuite
- SAP
- Microsoft Dynamics
- Sage
Accounting
- QuickBooks
- Xero
CRM
- Salesforce
- HubSpot
Communication
- Gmail
- Outlook
- Microsoft 365
- Slack
Storage
- SharePoint
- Google Drive
- Dropbox
- OneDrive
Don't see your system? If it exposes an API, database, or reliable export, we can usually connect it.
Recommended
Good fit
A repeatable workflow with enough volume to justify automation.
- 01You receive more than a few hundred documents a week that require a human to open, read, and re-type.
- 02Your documents arrive through multiple channels — email, scan, shared drive, upload portal.
- 03Your team spends more time entering data and chasing exceptions than acting on the content of the documents.
- 04You already know which system of record the data should end up in.
- 05Audit and retrieval of past documents is slow or unreliable today.
Set expectations
Not a fit
Some workflows need a different starting point or a human decision first.
- 01You process fewer than a few dozen documents a week and the current process is not causing delay or errors.
- 02Your documents are highly unstructured and require judgment on every single one — no two documents look alike, and there is no consistent field structure.
- 03Your downstream systems cannot accept automated writes, and there is no API or import path.
- 04You are looking for a one-time data cleanup, not an ongoing operational process.
Frequently asked questions
No. The runtime sits on top of your existing systems and reads from / writes to them through their APIs or import interfaces. The document pipeline is built around what you already run.
The document is routed to a person with the extracted data shown alongside the source document. The reviewer corrects what is wrong and the document continues from that point — it does not restart the pipeline.
Yes. You can set the confidence threshold per document type. Some teams start with 100% human review and raise the auto-process threshold as they gain trust; others start high and lower it. The control is yours.
They are not posted. They are routed to the owner of that particular mismatch — the person who would have received the email today — but instead of an unstructured email, they get a task with the discrepancy displayed in context and the resolution tracked.
It is stored in full with its metadata attached. There is no version where the original is lost or replaced. Every automated decision and every human correction is recorded against the document record.
Map one document processing automation workflow
The review maps the workflow, finds the constraint, and tells you the first system worth building.