Plan a SmartDocTO Pilot

Tell us which documents you process manually today. Together we will choose one process and agree what the pilot needs to establish.

What the pilot tests

Extraction quality, required corrections, and rule behavior on an agreed document set.

What to prepare

Routine and difficult documents and the result you expect.

What you get

Verified results, required adjustments, and a proposal for your process.

Go to the form First, read how the pilot works

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.

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.

Plan a Pilot

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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, and what should I include in the form?
In the form, describe the document type, approximate volume, and the step that currently takes the most time. To prepare the pilot we then 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. Do not send sensitive documents or credentials in the form; we will arrange a secure way to share samples separately.
What happens after I submit a pilot request, and how long does preparation take?
We send a confirmation and contact you with a proposed next step. Together we select one scenario, the expected output, and the materials needed to prepare the pilot. 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, and what should I state?
Yes. We can test delivery through an interface provided by the target system. Describe the target system and provide any available interface documentation. Integration scope, access, and timing are planned separately from document processing. We will also agree how to provide the access needed for the test securely, and that also determines the scope of what we can verify.
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.
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