Document data capture
Turn business documents into usable data without retyping every field.
Capture the fields you need from bills, forms, PDFs or scanned documents, show uncertain values for review and then create or update the right business record.
Four fields are settled.The fifth waits for a person.
Example document
Supplier bill
- Supplier
- Apex Components
- Document no.
- INV-883
- Date
- 21 Oct
- Amount
- ₹82,400
- Reference
- PO-1042?
Captured fields
- Supplier
- Apex Components
- Document number
- INV-883
- Date
- 21 Oct
- Amount
- ₹82,400
- Purchase reference
- PO-1042Needs checking
Draft record
4 fields ready1 field waiting for review
The document is only the starting point.
- Document arrives
- Useful fields captured
- Uncertain fields reviewed
- Business record created or updated
The useful outcome is not “we scanned a PDF”.It is having reviewed information ready for the process that follows.
Capture the fields the process actually needs.
- Who is it from?
- The supplier, customer or party on the document.
- Document number
- The reference the document calls itself by.
- Document date
- When it was raised.
- Reference
- What it points back to, where one is present.
- Amount
- Where the receiving process needs a value.
- Items and quantities
- Where those lines have been mapped.
- Due date
- Where it is present and the process requires it.
- Business-specific fields
- Whatever your own process actually uses.
Which fields can be captured depends on the document format, the configured mapping and the process receiving the data. A field nobody has mapped is not a field this reads.
Keep uncertain fields visible.
Captured
- Supplier
- Apex Components
- Invoice number
- INV-883
- Amount
- ₹82,400
Needs review
- Purchase reference
- PO-1042?
The reference is present but not clear enough to use without checking.
A useful capture process knows when to stop.
OCR can read text. That does not mean it understands the business.
Reading text can
- Read expected text
- Find mapped fields
- Copy known values
It should not be presented as able to
- Understand every document
- Decide what an unfamiliar clause means
- Classify arbitrary business intent
- Make a commercial decision
Reading text and understanding what it means are different jobs.
Mapped capture and AI interpretation are different.
Document data capture — this page
- A known document type
- Expected fields
- A configured mapping
- Stops at uncertainty
AI document processing
- Less predictable documents
- Interpretation
- Classification
- Questions about content
- Free-form information
If the document is one your process already expects, the fields can be mapped. If it has to be understood before anybody knows what it is, that is a different job and a different page.
AI for BusinessA document can arrive in different ways.
- Uploaded by a person
- Somebody puts the file where the process can see it.
- Scanned
- Paper becomes an image first.
- Attached to a business email
- If email intake is connected.
- Created by another connected system
- Where that connection exists.
If email intake is connected, an attachment can enter the same capture process. Email is a way a document arrives, not a separate automation — and nothing here monitors or routes a shared inbox on its own today.
Review before creating the final record.
Capture result
4 ready · 1 needs checking
Person reviews
PO reference corrected
Create draft record
Ready for the next business step
A draft, deliberately. Nothing here posts an accounting entry, approves a payment, or validates a document legally — the record is prepared, and your normal process decides what happens to it.
The capture process depends on consistency.
A known document format
- The same fields in the places you expect
- A reference the process recognises
- Wording that does not change every time
Suitable for mapped capture
A changed or unfamiliar document
- A different layout
- A missing reference
- Free-form wording
Review, or AI, may be needed
Automation works best when the business knows what information it expects.
Capturing one card and running a capture process are not the same thing.
Capturing one business card
- Capture one card
- One person
- One small task
Document data capture — this page
- Capture information
- Review uncertain fields
- Route it
- Create or update a record
- Continue the business process
Where business-card capture fits into the lead process.
Exhibition Lead CaptureWhere captured information goes next
Which documents are your team still retyping by hand?
Show us a real document and what your team does with it today. We’ll help separate the fields that can be captured consistently from the ones that still need a person to check.