Auto-post the clean ones
Documents that pass every check and clear every confidence threshold post to your system automatically, with no human touch.
Typically ~75–90% of volume at steady state
AI Document Processing
Stop paying people to
re-key documents.
We build a document pipeline that reads your invoices, POs, claims, and forms. It pulls the fields you key in by hand, checks them against your rules, and drops clean data straight into QuickBooks, your ERP, or wherever it needs to go. You own it. It runs on your tools.
15-minute callNo pitchYou keep the findings
The problem
Every document is a few minutes of someone's day.
A typical invoice takes 2–4 minutes to open, read, key eight to twelve fields, code the GL, and save. Multiply that by your monthly volume and it's a full-time salary hidden inside data entry, and that's before you count the errors. High-volume manual keying miskeys roughly 1–3% of fields, and each one turns into rework, a duplicate payment, a dispute, or an audit finding.
- Volume × 3 minutes a document quietly adds up to hundreds of hours a month.
- Miskeyed fields become rework, duplicate payments, and vendor disputes.
- Skilled people spend their day typing instead of catching exceptions.
A worked example: 8,000 invoices a month at 3 minutes each is ~400 hours, or about
$11,200/month of loaded data-entry labor, roughly $134K a year.
And that's before the cost of the fields that get keyed wrong.
How it works
Read it. Understand it. Check it. Post it.
A pipeline built around your document types and your validation rules, not a template that breaks on the next new vendor.
OCR & ingest
Documents arrive by email, watched folder, scanner, or API. Native PDFs are read directly; scans and photos are deskewed, cleaned, and run through cloud OCR that returns text, bounding boxes, and confidence per token.
AI extraction
An LLM reads each document like a person does and returns exactly the fields you need in a strict schema (totals, dates, IDs, line items), generalizing across hundreds of vendor formats without a template per vendor.
Validation
Required-field checks, arithmetic cross-checks (lines sum to subtotal, subtotal plus tax equals total), PO and vendor matching, duplicate detection, and per-field confidence thresholds decide what's trustworthy.
Review only the exceptions
Anything flagged lands in a side-by-side review queue: original on the left, extracted fields on the right, click a field and the exact spot on the page highlights. Approve or correct in seconds.
Your team approves data instead of typing it
We prefer flagging over guessing. A false “needs review” costs twenty seconds. A silent
wrong number costs a duplicate payment. Unknown or out-of-scope documents go to a triage queue. Nothing posts
that the system wasn't confident about or a human didn't approve.
Integrations
Clean data lands in the tools you already run.
The whole point is that you never re-key from a dashboard. Data pushes into your system of record, with the original document attached.
Accounting & AP
QuickBooks Online, Xero, Bill.com, Sage Intacct: bills and vendors created, GL-coded, source document attached.
No re-keying into the books
ERP & line-of-business
NetSuite, Microsoft Dynamics 365 Business Central, and custom ERPs via REST/SOAP API, database write, or a generated import file.
Live push or validated import file
Industry systems
AMS for insurance, TMS for logistics, practice management for healthcare, AppFolio / Buildium / Yardi for property, via API or supported import format.
Fits your existing stack
Document storage & intake
Google Drive, SharePoint / OneDrive, Amazon S3, Dropbox: watched-folder intake plus an immutable archive of every original.
Every original stored and traceable
Idempotent writes (no double-posting) · original attached to every record · credentials in a secrets manager, least-privilege scopes
No API? Still no keying. When a destination has no API, we deliver a validated import file in the
exact format it expects (CSV, IIF, EDI, or flat-file). Less elegant than a live push, but reliable, and it still
eliminates the manual entry.
The payoff
What changes once it's live.
- 60–85% less manual keying on the covered document types, within 60–90 days of go-live.
- Seconds of machine time per doc, so humans touch only the exceptions.
- Fewer costly errors, because cross-checks catch bad totals, duplicates, and mismatches before they post.
- No silent mistakes: the system flags what it's unsure of instead of guessing.
- Your data stays yours: US-only processing, encrypted at rest, and it can run in your own cloud.
- You own the system: code, schemas, and config transfer to you. No per-page lock-in.
Example: a bookkeeping firm keying 8,000 invoices/month at ~$28/hr loaded labor was spending
~$11,200/month. Moving to a review-and-approve model targets a
60–85% cut in that keying labor, measured on their real documents before go-live.
Investment
Build it once. Own it. Tune it monthly.
A build-and-own engagement, not a per-page SaaS you rent forever.
One-time build
Fixed quote after discovery
Discovery, schema design on your real samples, the OCR + extraction pipeline, validation rules, one primary integration, the review-queue UI, ingestion wiring, an accuracy baseline, runbook, training, and ownership transfer. Scope reflects document types, integration complexity, and scan quality.
Monthly retainer
Scoped after implementation
Monitoring and uptime, accuracy tuning from the feedback log, new-vendor and new-format coverage, model and dependency updates, a monthly performance report, and priority support. Tier scales with volume and document types under management. 6-month initial term.
Volume option
Base + per-document band
For tens of thousands of documents a month, the retainer can be structured as a base covering up to N docs, then a per-1,000-doc increment above that. Pass-through infrastructure and OCR/model costs are stated explicitly, never hidden.
What we don't promise: perfect accuracy or zero review. We promise a measured accuracy baseline
on your real documents, an honest exception queue, and no silent errors into your system. US-only processing and
storage by default.
Who builds it
Built by the person who'll be in the room.
Key's Touch is led by Key Scales, the principal software architect and AI engineer who designs the extraction schema, wires the integration, and stands behind the accuracy baseline. When you book your audit, you're talking to the person who builds it, not an account manager who hands you to a junior team. The conviction is simple: you shouldn't have to choose between moving fast and doing it safely, so the system flags what it's unsure of instead of ever posting a silent wrong value to your books.
1st-Place AI Solution Architect
PMP Certified
AI & Data Governance
Full-Stack Engineer
See it work
Messy invoice to clean data, in under a minute.
No abstract promises. Watch a real system pick up a skewed scanned invoice, run OCR, pull the fields, catch a math error, and post a coded bill to QuickBooks with the original attached. The only human touch is a two-second approval. Three minutes, no signup.
FAQ
The questions operators actually ask.
How accurate is it, really?
It depends on your document quality, and we measure it on your documents before go-live. That's the accuracy baseline we deliver. On clean native-text and good scans, per-field extraction accuracy is high; on messy scans and unusual layouts it's lower, which is exactly why validation and the review queue exist. We don't quote a single magic number because anyone who does is guessing. What we guarantee is the shape: the system flags what it's unsure of instead of silently guessing, so you never get an unreviewed wrong value posted to your system.
What happens to documents it can't handle?
Two safety nets. Low-confidence or rule-failing documents go to the review queue, where a human approves or corrects in seconds with the source highlighted. Unclassifiable or out-of-scope documents go to a separate triage queue and never post automatically. Nothing lands in your system that it wasn't confident about or a human didn't approve.
Does this replace our people?
It replaces the keying, not the people. Their job shifts from typing every document to approving the roughly 15–25% of exceptions: far fewer hours, higher-value work. Most clients redeploy that capacity to reconciliation, vendor relationships, or closing faster.
Is our data private and secure?
Yes, and it's a scoped commitment, not a hand-wave. Processing and storage are US-only by default. Originals are encrypted at rest, access is logged, and API credentials live in a secrets manager with least-privilege scopes. The pipeline can run in your own cloud account so data never leaves your control. For regulated data (HIPAA/PII), we scope the specific handling requirements in the SOW before we build.
Do we own it, or are we renting?
You own it. Code, extraction schemas, and configuration transfer to you. The monthly retainer buys ongoing tuning, new-format coverage, and support, not access to your own system. If you ever stop the retainer, the pipeline is still yours.
Can it read handwriting?
Some. Printed and clean hand-print, yes; heavy cursive, unreliably. If your documents are handwriting-dominant, we'll tell you up front and scope those fields for review rather than pretend the machine nails them.
How is this different from off-the-shelf OCR software?
Generic OCR gives you text and a dashboard you still have to work from, plus a template that breaks on new formats. We build a pipeline tuned to your document types and your rules that pushes clean, validated data into the systems you already use, with an exception queue instead of manual entry. And you own it.
What does it cost?
Every build is scoped to your document types, volume, and integrations after a short discovery. You get a fixed, phased quote with the payback math before you decide. For very high volume, the optimization retainer can be structured as a base plus per-document band.
Apply
Let's make sure this is worth your time.
A few quick questions so your discovery call is focused from minute one. Takes about 90 seconds.
Pick a time. That's it.
Choose a 15-minute slot. No pitch, no obligation. You keep the findings either way.
15 minZoomYou'll talk to Key directly
Based on your answers, a custom build may be more than you need right now. If your volume is low or you're still exploring, an off-the-shelf tool or our sister brand Key Builds AI will likely serve you better than a full done-for-you pipeline.
See what your document backlog is really costing.
Fifteen minutes. No pitch, no obligation. Tell us about your documents and we'll confirm whether a Money Leak Assessment makes sense. US-only processing, an honest exception queue, no silent errors in your system.
Book a Free 15-Minute Discovery Call →