AI document processing and data extraction from contracts to incoming mail
The system reads incoming documents, classifies them by type, extracts the data, and routes them to the right process. Contracts, orders, worksheets, forms, policies, and documents attached to incoming mail all run through one pipeline. At an insurance company we built a searchable, source-citing knowledge base from 12,000 documents; 78% of staff used it within the first month. Delivered by a Budapest-based team.
The next step is the AI opportunity assessment: from HUF 500,000 + VAT.
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Documents arrive from several places: email, your ERP, scanned PDFs. The manual work splits in two — data entry and searching. The system takes over both: it reads the incoming document, classifies it by type, extracts the fields, and routes it to the right process or the right colleague.
At a Central European freight forwarding company, processing roughly 2,000 supplier invoices a month went from 3 days to 4 hours; processing time is 73% shorter, and 85% of invoices flow through without human intervention. At an insurance company, 78% of staff used the assistant built on 12,000 documents within the first month, because every answer links back to the original document. Across our 46+ completed projects, automated processes reach a 40-45% efficiency gain; the typical ROI timeframe is 6-12 months.
Supplier invoices have their own page: our AI Invoice Processing page covers purchase order matching, vendor master data, and recording in the ERP. Contracts, orders, forms, and incoming mail run through the same pipeline, together with the invoices. A full team carries the work: a project manager, senior developers, and an AI DevOps engineer; we run the EU AI Act risk classification at the start of every project.
What does the system do with incoming documents?
Classification and routing
The system reads the incoming document, determines its type — contract, order, worksheet, form — and routes it to the right process or colleague. Documents arriving by email, from your ERP, and as scanned PDFs all enter the same pipeline.
Data extraction per document type
For each type we extract the fields the process works with: parties, amounts, deadlines, and termination clauses from contracts; line items and currency from orders; completed fields from forms. We train the model on your historical documents, so it handles layout differences too.
Exception handling with human review
Compared with template-based systems, AI-based extraction fails less often on varied layouts, but when it does, it fails confidently. So the system validates extracted data against rules, flags discrepancies, and routes the problematic document to a reviewer with the questionable fields pre-highlighted. The decision stays with your colleague.
A searchable document store with source citation
Processed documents land in one searchable place, and the system answers questions from them. Every answer links back to the original document, so it can be verified. At an insurance company this was built on 12,000 documents, and 78% of staff used it within the first month.
How the implementation works
- 1
AI opportunity assessment — from HUF 500,000 + VAT
We review your document flows: which types arrive, from where, in what volume, and how much manual working time they consume today. The output is a written plan with cost and payback estimates you can use even if you continue without us.
- 2
Document type selection and sample preparation
From the assessment ranking we pick the document type to start with and assemble the historical sample for it. At our freight forwarding client we trained the model on 6 months of historical data so it could handle layout differences.
- 3
Pilot — 2-3 weeks
We test the system on your own documents and measure the results: how much flows through without review, how much goes to exception handling, and how long one review takes. A small proof of concept is ready in 2-3 weeks.
- 4
Implementation and operations — 6-12 weeks
We connect the system to your existing ERP, CRM, SharePoint, and email systems — without ripping and replacing, with zero downtime. Most projects go from kickoff to production in 6-12 weeks; a document processing system typically runs €30-80K. Source code, models, and data remain yours.
Why Leventech
A complete team from one source
A project manager, senior developers, and an AI DevOps engineer take the project from assessment to production. 46+ completed projects, 96% client satisfaction.
Document processing systems in production
What we build, we also operate and maintain: validation, exception handling, and monitoring are part of how we work.
EU AI Act and GDPR built into development
We run the risk classification at project start and prepare the required documentation. We have experience implementing high-risk AI systems as well.
Your data stays with you
On-premise or private cloud deployment when needed, with open-source models (Meta Muse, Qwen3.8, Mistral Large 3). Your documents never leave your environment.
Common questions
Contracts, orders, worksheets, internal forms, policies, product documentation, and documents attached to incoming mail. Supplier invoices get their own logic, which we cover on our AI Invoice Processing page. If your documents arrive in a small set of stable formats, template-based OCR may be enough — we tell you that at the assessment.
OCR turns an image into text: it reads characters off a scanned page. What it cannot tell you on its own is which number is the total and which is the invoice number — in traditional systems, templates defined per layout answer that. AI-based extraction works from the content: it interprets what it reads, so it handles layouts it has never seen. In production the two run as one pipeline: scanned pages go through OCR pre-processing, and an AI model does the extraction.
Yes. Scanned and photographed pages go through OCR pre-processing, and the model extracts from the result. Paper takes more exception handling: creased, skewed, and faint copies are the hard cases, and swapping the scanner can shift accuracy too. Digital PDFs skip the OCR step. The pilot on your own documents shows what this means in your case.
The system validates extracted data against rules and flags whatever it is uncertain about. The problematic document is routed to a reviewer with the questionable fields pre-highlighted, so your colleague reviews the flagged fields rather than the whole document. The decision stays with them. At our freight forwarding client, 85% of invoices flow through without human intervention.
Yes. We connect to your existing ERP, CRM, SharePoint, and email systems via API or an RPA platform (Blue Prism, UiPath, Power Automate) — without ripping and replacing. Permissions stay in the existing system: the system gets no more rights than the user whose work it takes over.
The entry point is the AI opportunity assessment: from HUF 500,000 + VAT. A document processing system typically runs €30-80K; a narrower AI assistant or integration project €15-40K. Typical ROI is 6-12 months. After the assessment you get an exact quote — no hidden costs.
When needed, we deploy on-premise or on your private cloud infrastructure, with open-source models (Meta Muse, Qwen3.8, Mistral Large 3) running on your servers. Your documents never leave your environment. Data protection is part of the design, and we run the EU AI Act classification at project start.
Invoices are part of the same pipeline, but they get their own logic: purchase order matching, vendor master data, recording in the ERP. We cover that on our AI Invoice Processing page, together with the numbers from our freight forwarding client and the common questions. If contracts, orders, and incoming mail load your team alongside invoices, we handle them in one system.
Still have questions?
Start with a conversation
Tell us which documents arrive and how much time their processing consumes — we tell you what can be done about it.
What would you automate in your business?
Tell us briefly about the task. We will reply by email to arrange an initial conversation.
The next step is the AI opportunity assessment: from HUF 500,000 + VAT.
What happens after you send?
In the first conversation we review the task, your existing systems and the outcome you need. Then we discuss whether a detailed assessment would help. We provide a proposal before any paid work.
Or reach us directly:
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