AI-Powered Document Processing: Architecture and Configuration Options
Document processing accuracy depends on more than the AI model. The quality of input files, validation rules, integration with company systems, and human involvement in complex cases also affect the result. Read on to see how these factors work together in AI Document Processing and how to choose a configuration for your task.
Automated document processing with AI replaces manual data entry, sorting, and checking. The system recognizes a document, extracts the necessary data, validates it against set rules, and passes the result to the company’s system.
We implemented this approach in AI Document Processing. The solution works on the Human-in-the-Loop principle: if the AI is not confident in a result, a person makes the final decision. For each result, the system determines a confidence level. If it is high, the document is processed automatically. If it falls below the set threshold, the document goes to a queue for human review. Human corrections are used for further training, so accuracy gradually improves.
AI Document Processing architecture
Input Layer. The system supports documents in PDF, JPEG, PNG, and DOCX formats, as well as emails. Low-quality scans and photos first go through OCR processing, which converts the image into text. The quality of this stage affects the accuracy of the entire result, so scan quality assessment is part of the initial audit.
AI Processing Layer. First, the document is processed with an LLM: its content is analyzed and key information is identified, such as amounts, dates, bank details, or contract parties. The extracted data then goes through automatic validation against set rules. Each result is assigned a confidence level, which determines whether the document is passed on automatically.
Integration Layer. Documents with a high confidence level are automatically passed to Spiro, a CRM, or another company system, while the rest are sent for human review.
Human-in-the-Loop. Documents that require review go to an exception queue, and a person makes the final decision on each one. Corrections are recorded and used to improve the system’s accuracy, and analytics by exception type show what exactly needs to be improved.
How to choose a configuration?
The choice depends on the type of documents and the process you need to automate. Next, we’ll look at which tasks each of the three configurations covers.
If manual data entry takes the most time, Smart Extraction is the right choice. This configuration automatically reads data from invoices, passports and ID documents, work completion certificates, and contracts, and fills in the relevant fields in the system. It suits accounting departments, as well as companies in the financial, legal, and insurance sectors.
Document Classification is the choice for a large flow of mixed document types that first need to be classified. This configuration covers automatic detection of the document type (invoice, contract, certificate, complaint, request), routing to the relevant department or assignee, and moving urgent documents to the top of the queue. Incoming emails are also sorted by topic and enter the system as tasks or tickets. The solution suits support teams and companies that process a large number of incoming documents every day.
Compliance Checker is used for regular review of document packages. Documents are analyzed for completeness, validity, and compliance with requirements. In KYC/KYB packages, the system checks that all required documents are present, that they are within their validity periods, and that regulatory requirements are met. In contracts, it verifies mandatory clauses, the absence of prohibited terms, and the consistency of amounts and bank details. In financial statements, it assesses the completeness of the package and the consistency of the documents with each other. This configuration is designed for Fintech companies and MFIs, as well as legal and insurance companies.
Learn more about each configuration, its cost, and implementation timelines on the AI Document Processing page.
The AI Document Processing architecture makes it possible to automate routine work and ensure accurate results, while the choice of configuration depends on which part of document work needs to be handed over to the system.
Ready to automate document processing? Leave your contact details in the form, and we’ll go through your task on a free 30-minute call: we’ll determine the configuration, estimate the scope, and provide a preliminary cost for setup and support.
