End to End Document Automation with AI

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In today's business landscape, automating document processes is not just an option; it has become a necessity. Every day, businesses deal with a massive influx of documents—from contracts and invoices to purchase orders and receipts. Manually processing and managing these documents not only takes up valuable time but also increases the risk of costly errors and delays.

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There are many methodologies and tools available today, such as optical character recognition (OCR) and robotic process automation (RPA), to help with document automation, but they may not always provide a complete solution. OCR can digitize documents and extract text, but it can't understand context or meaning. RPA can automate simple repetitive tasks (e.g., data entry or form filling), but it cannot handle unstructured documents or understand language context. This is where artificial intelligence (AI) comes in.

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AI-powered document automation solutions go beyond what OCR or RPA can do. By leveraging cutting-edge AI technologies like natural language processing (NLP) and large language models (LLMs), these solutions not only extract information from unstructured documents (e.g., emails, PDFs, handwritten notes) but also understand the context and intent behind the data. AI offers a robust, end-to-end solution for document automation, from document capture and extraction to data validation and processing.

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In this blog post, we'll give you a detailed overview of end-to-end document automation with AI. We'll cover everything from its definition to its benefits so you can get a clear understanding of how this technology can streamline your document-related workflows and help your business thrive.

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What is End-To-End Document Automation?

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Image credit: Storyset

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End-to-end document automation, also referred to as end-to-end document processing, is the technology-enabled process of creating, organizing, and delivering documents (either physical or digital) like contracts, purchase orders, invoices, financial documents, etc., with little to no human intervention. It includes all the steps involved in a document's lifecycle: creation, editing, review and approval, tracking, and final delivery. The main goal of end-to-end document automation is to streamline the entire document workflow from start to finish.

So, what does it mean in practice? Imagine a typical document workflow in an organization. Let's say you need to generate an invoice for a customer.

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• First, you would need to gather all the necessary information, like customer details, products or services provided, prices, etc.
• Then, manually input this information into a template in your ERP or document software (like Microsoft Word or Excel).
• Next, you review and potentially edit the document for accuracy and completeness.
• After that, you send it to the appropriate person (e.g. your manager) or department for approval.
• Once approved, you save the final document and send it to the customer through email or other means.
• Finally, you might need to track the document and ensure it has been delivered to the customer successfully.

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And what happens if there are any changes or updates to be made to the document? Well, you have to repeat the whole process all over again. For example, if the customer requests a change in delivery address, you would need to manually make the changes in the document, review and approve it, and resend it to the customer. This is just one example, but imagine having to do this for multiple types of documents like contracts, purchase orders, quotes, and so on.

It not only eats up a lot of time, but it also increases the chances of errors or discrepancies, especially when dealing with large volumes of documents. Now, imagine all of this being done automatically, in a fraction of the time, with minimal or no human intervention. That's what end-to-end document automation offers. This approach eliminates manual efforts, reduces the risk of errors, and increases efficiency and productivity in document-centric processes.

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How Does AI Enable End-to-End Document Automation?

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AI-powered document automation solutions use a combination of technologies such as large language models (LLMs), natural language processing (NLP), and sophisticated AI algorithms to automate the entire document workflow. Unlike classic OCR or RPA solutions, which rely on precise, structured data, can't understand context or meaning, and require manual adjustments for different document layouts, which limit their use to simpler, repetitive tasks, AI document automation solutions offer a more comprehensive, intelligent, and adaptable solution for handling all types of documents.

Here's how AI can help automate your document processes from start to finish:

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1. Document Capture

AI-powered document automation solutions start with the document capture phase. This involves capturing data from paper-based documents (scanned or photographed) or digital documents (PDF, Word, Excel, etc.) and converting them into machine-readable formats, such as text or structured data. AI algorithms and NLP techniques are used to analyze the document's layout, structure, and content to accurately capture the required information, even if it's unstructured or handwritten text.

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2. Automated Data Extraction

Once the document is captured and converted into a machine-readable format, AI algorithms then extract the relevant data points from the document. This could include customer information (e.g., name, address, contact details), financial data (e.g., prices, invoice numbers), or any other information needed for downstream processes. Unlike classic OCR solutions, which require manual adjustments for each document layout, AI can handle different formats and layouts without any additional configuration. This means:

• No need to retrain models for different layouts or formats
• No need to specify predefined fields for data extraction
• Higher accuracy and consistency in document extraction

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3. Document Validation

After the document extraction, AI can automatically validate the extracted data against predefined rules or business logic to ensure its accuracy and completeness. This could include checking for missing information, verifying the data against existing systems (e.g., CRM, ERP), or identifying any anomalies or errors. If there are any discrepancies or issues in the process, AI solutions flag them for human review and correction. For instance, if the invoice number in the document doesn't match the original invoice number in the ERP/CRM system, the AI system triggers an alert or sends a notification to the relevant team member for further action. This helps ensure data quality and avoids any potential errors in the document processing workflow.

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4. Document Classification

AI can also classify documents and emails based on their type, purpose, or content. This enables the AI system to automatically route the document to the appropriate team or workflow for further processing. For example, if the document is an invoice, AI can route it to the finance department for payment processing. If it's a sales order, AI can automatically send it to the sales team for fulfillment.

Through natural language processing (NLP), AI can understand the intent and context of the document and its accompanying email text, which makes it easier to categorize and handle documents accurately and efficiently. This gives business users more time to focus on high-value tasks instead of spending hours manually sorting and routing documents.

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5. Automated Document Workflow

Once the document is captured, data is extracted and validated, and its type is classified, AI automates the entire workflow associated with the document. This could include tasks like document review and approval, sending notifications or alerts for actions to be taken (e.g., urgent requests, missing information), or automatically updating records in the company's ERP, CRM, or other enterprise systems. For instance, if a customer's order is delayed, AI can trigger an alert to the customer service team, and at the same time, update the order status in the ERP/CRM system to keep all teams informed and up to date.

However, the benefits of AI-powered document automation software are not just limited to the document automation process; they also help improve the entire document life cycle. AI can learn from past document processing experiences and continuously improve its accuracy, efficiency, and performance. With AI, businesses can achieve end-to-end document automation, which reduces manual effort, speeds up processes, and ensures accuracy and consistency across the entire document workflow. This enables organizations to focus more on strategic tasks that drive growth and innovation rather than being bogged down by manual document processes.

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Benefits of AI-powered End-to-End Document Automation

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Unlike intelligent document processing (IDP) tools that are only good at handling simple document processes (like extracting data or reading text from PDFs), but lack the ability to take action or make decisions, AI software like turian offers a complete end-to-end document automation solution. turian’s AI Assistant can handle any document type or format, understand the what, when, and why behind the document, and make informed decisions based on contextual understanding and business rules.

Here are some of the most notable advantages of using AI-driven document automation solutions:

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1. Improved Efficiency and Productivity

By automating repetitive tasks in document processing like document data capture, extraction, and validation, AI can significantly reduce manual work, saving time and effort for employees. The time your teams otherwise spend on manual data entry or verification can now be reallocated to higher-value tasks that require human judgment, creativity, or critical thinking. This not only leads to an increase in employee productivity but also enhances job satisfaction by eliminating tedious and monotonous tasks. With AI, employees can focus on what they do best: using their skills and expertise to drive business growth and innovation.

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2. Higher Accuracy and Consistency

AI doesn't just extract data from documents; it can also validate, cross-check, and verify the data against multiple sources. For instance, while processing invoices, AI can match the invoice data against the purchase order, contract terms, and previous invoice data in the ERP system to ensure accuracy and consistency. AI-powered automation software reduces the likelihood of human errors and ensures that all documents are processed in a consistent manner, leading to higher data accuracy and reliability. It also means:

• Fewer manual corrections or rework
• Better decision-making based on reliable data
• No duplicate or missing information
• Improved compliance and reduced legal risks

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3. Faster Turnaround Time

AI-driven document automation solutions can handle a large volume of documents in a fraction of the time it would take a human to do the same task. By automating the entire document workflow, AI eliminates the need for manual handoffs, reduces processing time, and speeds up document turnaround time. AI can work round the clock without needing breaks or vacations, ensuring that your document processes are always running at peak efficiency. This is particularly beneficial for organizations that deal with an influx of documents or time-sensitive tasks that require quick turnaround times. For example, in the supply chain industry, where time  plays an essential role, AI can help speed up processes like order processing and fulfillment, ensuring timely delivery to customers.

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4. Streamline Document Workflows

AI document automation software goes far beyond just digitizing documents or extracting data. AI streamlines the entire document workflow. AI can automatically route, classify, and prioritize documents based on their type, content, or urgency to the appropriate teams or individuals for processing, approval, or further action. For instance, if an invoice needs to be processed urgently, AI can identify it and send it to the right team for immediate action. But that's not all. AI can also keep track of document status, send reminders for overdue tasks or missing information, and provide real-time updates on the document's progress. This level of automation not only speeds up processes but also eliminates bottlenecks, reduces manual errors, and improves overall document management efficiency.

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5. Better Customer Experience

As we've said before, AI-powered document automation solutions free up your employees from time-and-effort-consuming tasks like document classification, data entry, or verification. This allows your teams to focus more on customer-facing tasks that require human interaction and empathy. By using AI, organizations can enhance the overall customer experience by providing timely responses, resolving issues faster, and maintaining transparency in communication. And when customers are happy, their loyalty and trust in your brand increase, driving business growth and success.

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Automate Document Processing End-to-End with turian

If you're looking for an intelligent, end-to-end document automation solution that can help your business stay competitive and thrive in today's digital age, then turian is just what you need. Our AI assistants are powered by the world's most advanced large language models (LLMs), which enable them to understand, interpret, and process documents just like a real human worker.

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Our AI assistants can handle a wide variety of document types, including purchase orders, compliance documents, sale orders, contracts, and more. They can extract data from both structured and unstructured documents (such as PDFs, scanned images, Word files, Excel sheets, and even handwritten notes), validate it, and cross-check it against what's in your company's systems, and then automatically input/update the information into your ERP/CRM system of record.

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turian can also handle complex workflows such as document approvals, routing, and task assignments. For instance, if a customer sends you a sales order via email, our AI assistant can automatically process the order, check for any discrepancies or missing information, and then route it to the appropriate team member for review or approval. Once approved, turian can update your ERP/CRM system and even send a confirmation email to the customer. With turian, you can automate the entire document process workflows, from start to finish, with little to no human intervention.

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Besides automating document processes, turian can also provide valuable insights and analytics to help you make data-driven decisions. Our AI assistants can analyze data from past documents to identify trends and patterns, such as common errors or delays, which can help you optimize your document processing workflow for higher efficiency and accuracy. For instance, if our AI assistant notices that a particular supplier consistently sends incomplete orders, it can flag this issue for your team to address and prevent future delays.

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turian doesn't just extract data from documents; it understands the context and meaning behind the information. Through natural language processing (NLP), our AI assistants can handle language nuances, understand complex instructions and requirements, and even generate coherent responses to customer emails or inquiries. The best part? turian gets better with every document they process, thanks to their continuous learning capabilities and feedback mechanisms. Plus, our AI assistants can handle multiple languages, so no matter where your customers or suppliers are located, turian can communicate with them in their preferred language.

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What's even more amazing? turian doesn't require any extensive training or tricky setup; in less than two weeks, your business can be up and running with fully automated document processing. We also offer a free Proof of Concept (PoC) without any upfront commitment, allowing you to see how our solution works with your real data before making any decisions.

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