PHOENIX DIGITAL

Document workflow automation

Invoices, contracts, acts and reports stop passing from hand to hand. The system collects the data, fills in the documents, sends them for approval and watches the deadlines.

Review my documents

A document’s path without manual copying

Data is entered once. Then the document follows its route by itself, and people only check it.

  1. 01
    Incoming email
    AI pulls out the details
  2. 02
    Invoice from a template
    fills itself in
  3. 03
    Approval
    a reminder if it’s stuck
  4. 04
    Accounting system
    no re-entry
Invoice
Example
Buyer
Example LLP
Line items
3 lines from the email
Payment term
5 business days
Status
awaiting approval

Documents go round in circles

  • The same data is entered several times

    Details from an email go into a contract, from the contract into an invoice, from the invoice into the accounting system. Every transfer costs time and risks a mistake.

  • Approval gets stuck

    A document sits with someone on holiday or who forgot. Where it is now is found out by calls and messages.

  • A report takes several days

    The numbers live in different spreadsheets and systems. Bringing them together takes a person and several days of work.

Each step looks minor. Together they eat the working days of people you hired for other work.

The path of a document after automation

  1. 01

    Data is collected automatically

    AI reads incoming emails, scans and messages and pulls out what’s needed: company details, amounts, deadlines, line items.

  2. 02

    The document is filled from a template

    A contract, invoice or act is assembled automatically from your templates. A person checks it instead of typing it.

  3. 03

    Approval follows a route

    The document goes to the next person by itself. If someone holds it up, the system reminds them and shows the manager where it’s stuck.

  4. 04

    The data moves on

    The signed document reaches the accounting system and the reports without being entered again.

People check and decide. The system moves the data.

What changes for the business

First I find out which documents and data actually go round in circles. I automate where there is the most manual transfer.

Less manual entry

Data is entered once and then moves between systems by itself.

Fewer mistakes

Details and amounts aren’t retyped, so they aren’t distorted.

Deadlines under control

You see where each document is and who is holding it up.

Reports without merging spreadsheets

Reports are built automatically from the same data.

The process doesn’t depend on one person

A holiday or a resignation doesn’t stop the documents.

Guarantee
  1. The review is free and commits you to nothing.
  2. If I don't see an effect for your business, I'll say so directly and won't take the job.
  3. I name the price before we start, and it doesn't grow. Payment is in stages: the next stage only after you've seen the result of the previous one.

QUESTIONS

Back to automation

Let’s start with a review of your documents

Process review: 40 minutes, free. After the call you have a map of how documents move today, an estimate of how many hours a month can be given back to people, and the scenario worth starting with.

I’ll build that scenario as a working prototype on your data - before any contract.

Chat on WhatsAppChat on Telegram

The review is free for companies with 20+ employees. Before we meet, you answer 3 short questions in WhatsApp. It is a review of your processes, not a general consultation. I build the prototype if the task is a good fit for automation.