CheckDocument AI
What this package is
Read answers whether the documents can be read at all. This package answers the next question: how far can you trust what came out. The system does the arithmetic on every document. Anything where the line items do not sum to the total, or the tax does not compute, is pushed to a person immediately. Anything that adds up and reads cleanly goes straight through without anyone opening it.
This package reads up to three document types, breaks out every line item with quantity and unit price, and opens an intake through a chat app so staff can photograph a document and send it in without going back to a desk. The dashboard here is not just today's figures either: it is historical charts with date ranges you can compare, broken down by vendor and by expense category.
What this package does not include is pushing data into your accounting software and an approval step before anything is posted. Both are in the Approve package.
See it working
This mirrors the screen of the delivered system. Everything here lives in this page and is connected to nothing. In the real thing the checking rules come from you, because every company treats tax and invoice-level discounts differently.
Everything you get
This list is the entire scope of the package. Nothing is hidden in a contract.
- Everything in Read.
- Reads up to three different document types.
- Breaks out every line item with quantity and unit price.
- Checks the arithmetic on each document. Anything that does not add up, or that the system is unsure of, is pushed to a person. The rest goes straight through.
- Intake from a chat app or email. Staff photograph a document on their phone and send it in.
- A spend dashboard with historical charts, broken down by vendor and category, with date ranges you can compare.
- Field mapping document in English, so your team can add new document types later without me.
- The per-page charge for reading documents, paid to the AI provider on your own account so the system is genuinely yours. The going rate is roughly 3 to 6 cents a page, so 500 documents a month lands around $20 to $30. I work the figure out from your real volume before you commit.
- A 100% accuracy guarantee. No system does that honestly. So I build a review step for the documents the system is unsure about, instead of your team checking every single one.
- Handwriting. Printed and digital documents read very well. Handwritten fields are not accurate enough for me to promise anything, so I do not.
- Fully automatic account coding. The system can suggest a category, but someone in accounting should confirm it before it is posted.
- A company behind me. I work alone, there is no support rota and no security certification on the wall. If you need 24/7 cover or a signed enterprise SLA, I am not the right person for it.
Questions about this package
What does the step up from Read actually buy?
Read stops the typing, but you still open every document to confirm it read correctly. Check stops that, because the arithmetic is done for you and only the failures are raised. At three hundred documents a month, that difference is opening three hundred of them versus opening twenty.
Does sending through a chat app leak anything?
The image goes straight into your own system. It does not sit in a group chat for anyone to scroll back through, and I can restrict intake to an allow-list, so an outsider sending an image gets nowhere.
What if a supplier suddenly changes their layout?
The system starts being unsure about that batch and pushes it to a person, which is deliberate. It will not quietly guess. Teaching it the new layout is a small job: free during the warranty period, and quoted per occasion after that, always priced before the work.
Our accounting software already has OCR. Why commission this?
If what you have reads your documents well enough, keep it. It is cheaper and there is nothing extra to maintain. Commissioning this pays off in three situations: your documents have a shape the off-the-shelf reader cannot handle, the data has to reach a system the off-the-shelf tool cannot connect to, or you have checking rules and an approval chain of your own. If none of those apply, I will tell you plainly not to hire me yet.
Can it guess the expense category?
It can propose one, and it gets better as people correct it. I do not let it post a category unattended, because a wrong category surfaces in the accounts and nobody notices until year end. I worked in bookkeeping before this, so I know which mistakes are expensive to unpick later.