Document Intake and Routing Automation Offer (10-15 days)
A fixed-scope engagement that replaces manual document handling with extraction, validation, and routing workflows, sold to finance, legal, and HR teams that measure success in hours saved per week. The offer bundles the automation build with a compliance review so the client buys a capability, not a license. Time: 10-15 days.
By InnovaAI ResearchPublished
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Document Intake and Routing Automation Offer (10-15 days)
A fixed-scope engagement that replaces manual document handling with extraction, validation, and routing workflows, sold to finance, legal, and HR teams that measure success in hours saved per week. The offer bundles the automation build with a compliance review so the client buys a capability, not a license.
- Client grants read access to a representative sample of at least 200 real documents across every format they receive
- Named process owner on the client side who can approve exception-handling rules within 48 hours
- Written baseline of current handling time per document type, gathered from two weeks of staff logs
- Agreement on where extracted data lands (ERP, CRM, shared drive, or data warehouse) before build starts
- Security review completed for any platform that touches client records, including data residency and retention terms
- 1.Shadow two staff members for a full processing cycle and time each step
- 2.Map every document type by volume, format, and downstream destination
- 3.Flag which steps require human judgment versus rule-based routing
- 1.Score each document type on volume times handling cost to rank automation candidates
- 2.Select the first workflow to automate based on payback period under 90 days
- 3.Document the exception taxonomy: missing fields, illegible scans, mismatched totals
- 1.Configure the chosen platform against the sample document set
- 2.Set confidence thresholds for auto-approval versus human review
- 3.Define the validation rules that catch arithmetic and date errors before routing
- 1.Build the extraction schema for the priority document type
- 2.Wire the routing logic to the client's destination system
- 3.Create the exception queue with assignment rules and SLA timers
- 1.Run the full sample set through the pipeline and log every failure
- 2.Tune extraction fields that fall below the confidence threshold
- 3.Rebuild any routing rule that sent a document to the wrong owner
- 1.Test the exception path end to end with three deliberately broken documents
- 2.Confirm audit trail captures who touched each document and when
- 3.Verify retention and deletion behavior matches the client's compliance policy
- 1.Run a parallel week where staff process documents the old way and the pipeline runs alongside
- 2.Reconcile discrepancies between manual and automated outputs daily
- 3.Collect staff feedback on the review interface and queue ergonomics
- 1.Fix the top five discrepancy causes identified during parallel run
- 2.Add secondary validation for any field with error rate above 2 percent
- 3.Document the escalation path for documents the system cannot classify
- 1.Train two client staff members as internal administrators
- 2.Record a short walkthrough of the exception queue and reporting dashboard
- 3.Hand over the runbook covering routine maintenance and threshold changes
- 1.Switch off the manual process for the automated document type
- 2.Publish the first weekly savings report comparing baseline to current handling time
- 3.Schedule the 30-day review to assess expansion to the next document type
Agencies can charge setup fees in the mid four figures because the deliverable is a measured reduction in handling time, not a software license, and the client's finance team can verify the savings against their own baseline. The recurring retainer covers threshold tuning, exception review, and monthly savings reporting, which keeps the engagement sticky and creates a natural expansion path to the next document type. Margin holds when the agency standardizes its extraction schema and validation library across clients instead of rebuilding from scratch each time.
- Document inventory with volume, format, and handling-cost baseline per type
- Configured extraction and routing pipeline for the priority workflow
- Exception queue with assignment rules, SLA timers, and escalation path
- Admin runbook and recorded walkthrough for client staff
- Weekly savings report template comparing baseline to current handling time
The automated workflow processes the priority document type in production for five consecutive business days with an extraction accuracy rate at or above the agreed threshold and a documented reduction in average handling time versus the client's baseline.