Document Processing

Stop drowning in retail paperwork.

We build custom AI systems that read, route, and act on your documents—in weeks.

Industry Context

Retail deals with relentless document volume: purchase orders, invoices, compliance forms, supplier agreements. Seasonal spikes, high staff turnover, and constant regulatory changes (FTC guidelines, regional tax updates) make manual processing error-prone and slow. Missing a deadline or misreading a contract can mean chargebacks, delayed shipments, or fines. Most teams are stuck between outdated legacy systems and generic SaaS tools that don't fit their actual workflows.

By the Numbers

55%

of retail documents still processed manually

Deloitte Retail, 2024

20 min

average processing time per vendor invoice

McKinsey Retail Ops, 2025

89%

accuracy with AI invoice and PO processing

Gartner AI Applications, 2024

The Problem

What you're dealing with

Manually cross-referencing purchase orders against delivery receipts, causing mismatches and delayed payments

Hunting through shared drives and email threads to find signed vendor agreements during audits

Staff re-keying invoice data into ERPs, which causes errors that need reconciliation later

Missing promo compliance deadlines because change notifications get buried in inboxes

Spending hours each week manually classifying and routing exception documents (damaged goods claims, partial shipments)

The Solution

How it works

We start by mapping your actual document workflows -- not the official ones. Through AI-driven interviews, we watch how your team handles purchase orders, invoices, and compliance docs day-to-day. Then we design a system that reads your documents (PDFs, scans, emails), extracts the data you care about, and connects directly to your ERP, WMS, or vendor portals. Our proprietary platform lets us build and deploy in weeks. You get a custom system that fits your exceptions, your approval chains, and your tools -- without forcing you to change how you work. Documents get processed automatically, exceptions are flagged for human review, and you have full audit trails without manual effort.

POI

Process discovery and workflow mapping for your retail operations

Arc

Custom AI model training and deployment for your document types and business rules

In Practice

Before and after

Before

An invoice arrives via email. An accounts payable specialist downloads it, manually enters line items into NetSuite, checks it against the purchase order, routes it for approval via email, and follows up if it stalls. Exceptions (like quantity mismatches) require manual investigation.

After

Invoices are captured from email automatically, parsed, matched against POs in NetSuite, and routed for approval based on amount and category. Exceptions are flagged and sent to the right person with context. The system logs every step and updates status in real time.

1 Documents ingested from email, scan, or portal
2 AI extracts key fields (vendor, PO number, amount, line items)
3 Data validated against ERP and business rules
4 Approval workflows triggered automatically
5 Exceptions routed with context for human review

6 weeks

From kickoff to live processing

For a regional grocery chain processing 12,000 invoices monthly

FAQ

Common questions

How is this different from buying a document processing SaaS?

SaaS tools force you to adapt to their workflows. We build around yours -- your exceptions, your approvals, your systems. You own the system; we don't charge per document or user.

What about data security? Our vendor contracts are sensitive.

Your data never leaves your environment. We deploy on your cloud or on-premises, and models are trained only on your documents.

How long until we see results?

We typically deploy a working system in 4-6 weeks. You start with a high-volume document type (like invoices) and expand from there.

What if our documents are messy or non-standard?

We design for edge cases. The system learns from your team's corrections and handles partial scans, handwritten notes, and mixed formats.

Do we need IT resources to maintain this?

No. We handle deployment, monitoring, and updates. Your team only interacts with the approval interface and exception queues.