01
Documents are retyped manually
Someone currently opens, checks, and retypes invoices, orders, timesheets, or other recurring documents.
A pilot with your own documents
How to get started with SmartDocTO
We start with one specific process and a representative set of documents. Together we define the expected output, prepare the pilot environment, and use the results to decide what should happen next.
A commitment-free pilot
Scope and duration agreed in advance
Results tested on your own documents
When a SmartDocTO pilot makes sense
The pilot is for companies that want to test a specific process on their own documents before deciding on wider automation.
02
Results need to be reviewed
You need to check required fields, catch exceptions, obtain approval, or trace changes made during processing.
03
Data needs to move on
Processed data must continue to an accounting platform, ERP, or another business system.
Not sure whether your document is suitable? Send us a short description. We do not need sensitive data or login credentials for the first conversation.
How the pilot works
We divide the pilot into four clear stages. For each one, you know what we need and what outcome we are working towards.
1
Describe your documents and current process
Tell us the document type, approximate volume, and the task that currently takes the most time. At this stage, do not send login details or sensitive documents.
2
Define the pilot together
We choose one specific process and agree the required fields, validation rules, known exceptions, and how the result will be assessed.
3
Prepare the environment and test documents
We configure the document template and required rules. We show you how to review the output, then you test the pilot on a representative set of routine and difficult documents.
4
Evaluate the results and next step
Together we review processing quality, required corrections, and the value for your process. Based on the results, we propose the production scope, responsibilities, and any integration work.
Tested in practice
What the pilot will establish
The pilot gives you evidence from your own documents and your actual business process.
The aim is not a general tour of every feature. The pilot should answer a specific question: can the selected process be automated reliably and usefully?
Whether SmartDocTO can capture the required data from your documents.
Which documents or fields still require human review.
How the agreed validation and control rules behave.
Whether the proposed workflow fits your real business process.
What we need to prepare
We confirm the exact inputs according to what the pilot needs to establish.
- A representative set of routine and difficult documents.
- A list of the data you want to capture or validate.
- A contact with whom we can clarify the current workflow and expected result.
- A description of the expected output or target system if it is part of the pilot.
We agree a secure way to share documents and any system access after defining the pilot. Do not send sensitive materials through the standard contact form.
What the pilot delivers
The result is more than a product demonstration. You receive verified results, an overview of required adjustments, and a concrete proposal for a suitable production scope.
- An assessment of the agreed document set.
- An overview of required corrections and known exceptions.
- A recommendation for a suitable production scope.
- A proposed approach to approvals, export, or integration where relevant.
Frequently Asked Questions
Frequently Asked Questions
Which process is suitable for a pilot?
A good candidate is a recurring process with available samples, clearly defined fields, and a specific output. It can involve invoices, purchase orders, delivery notes, timesheets, or another business document.
What materials do you need?
We need a sample of routine and difficult documents and an initial idea of the required output. Together, we clarify the fields, rules, and current workflow. Target system documentation is needed only when the pilot includes integration.
How long do preparation and the pilot take?
We confirm the schedule after reviewing the samples and agreeing the scope. Extraction alone can be prepared faster than a scenario with custom checks, approvals, and ERP integration.
Can we test data capture first?
Yes. Extraction and validation can be evaluated separately. Approval and integration should be added when they are important to the decision about future operation.
Can the pilot include an ERP integration?
Yes. We can test delivery through an interface provided by the target system. Integration scope, access, and timing are planned separately from document processing.
How is the pilot evaluated and what follows?
We review the accuracy of key fields, required corrections, rule behavior, and time spent on the process. The results support a recommendation for the production scope, plan, and next steps.
The first step
Tell us about one process
Tell us which documents you process today and what you want to test. We will respond with a suggested next step.