Document intake
Collect incoming files, identify the document type, and organize the work.
PDFs · Email attachments · Uploads
Document Processing / Keystone
Turn a pile of files
into useful
information.
Extract and organize information from documents, connect it to your systems, and give your team a clear place to review the results.
From invoice batches to business records, Keystone builds workflows that keep the source close, flag uncertainty, and make the next action easier.
DOCUMENT INTAKESix invoices. A clear review.
Sources attachedZIPsupplier-invoices.zip
6 PDFs · Original files retained
PDF 1041PDF 1042PDF +4
NORTHLINE SUPPLYINVOICE 1045
Product supply / Sample invoice
- Quantity
- 12
- Unit price
- $48.00
- Shipping
- $24.00
- Invoice total
- $630.00
OUR CHECK12 × $48 + $24 = $600$30 difference · Review needed
4 ready for review2 need attention
1041$420Ready
1042$600Ready
1043$280Ready
1044$910Ready
1045$630Check total
1042 copy$600Duplicate?
!
Invoice 1045 differs from the calculated total by $30. A second copy of 1042 may be a duplicate.
YOUOrganize these invoices. Check the totals and flag possible duplicates.
KEYSTONE AGENTThe source files are attached. Two invoices need attention before the next step.
From files to working information
Keep the source.
Find what matters.
Move the work forward.
Extraction & checking
Pull useful fields, check required information, and flag possible duplicates or inconsistencies.
Fields · Totals · Exceptions
Knowledge & review
Make approved documents easier to search, summarize, and use with source references.
Staff resources · Evidence · Review
The thinking behind the build
The answer matters.
So does where it came from.
A document workflow should produce more than a confident-looking answer. We define the fields, source references, validation rules, and review steps needed for the job.
The result might be an invoice queue, organized client records, or a searchable staff resource. Unclear and conflicting information should have a visible place to go.
Structured results
Useful fields and records, with a format your software can use.
Source references
Keep extracted information connected to the original document.
Checks before action
Validate totals, required fields, and possible duplicates.
A human review path
Give exceptions to the right person with enough context to decide.
A practical path forward
Start with the work.
Build the right next step.
Study the documents
Review representative files, formats, and quality differences.
Define the output
Agree on the fields, sources, rules, and required review.
Build & check
Test extraction and validation against realistic examples.
Connect the next step
Route reviewed results into the appropriate business system.
Can you work with scanned PDFs?
Often, with OCR and extraction tools suited to the material. Scan quality, handwriting, layout, and the required accuracy affect the approach.
Will AI get every document right?
No. We design checks and review paths around uncertainty, missing information, and inconsistent results rather than assuming every extraction is correct.
Can you keep a link to the original file?
Yes. Source references can be part of the output so a reviewer can inspect the information in context.
Can the result go into our CRM or custom application?
Yes, when the destination provides appropriate access. We can connect reviewed data to existing records or the next step in a workflow.
A few things to know
Good questions.
Clear answers.
The right approach depends on your tools, your team, and the work you want to improve. We’ll talk through those details with you.
Talk through your projectLet’s put it to work
What is buried
in your documents?
Tell us what arrives, what your team needs to find, and what should happen next.