Stop typing. Start automating.
AI document processing that extracts data from invoices, receipts, forms, and PDFs — then pushes it straight to Xero, MYOB, or your CRM. No manual data entry. No errors. Just done.
Accuracy rate
Saved per week
Manual data entry
Your team shouldn't be typing data that already exists
Every invoice, receipt, form, and PDF that hits your business contains valuable data. But someone has to type it into Xero, your CRM, or a spreadsheet. That's hours of manual work, prone to errors, and frankly boring.
AI document processing reads your documents, extracts the data you need, validates it, and pushes it directly to your systems. Invoices flow into Xero. Receipts become expense records. Forms populate your CRM. All automatically, all accurately.
We build custom document processing workflows that fit your exact needs — from simple invoice capture to complex multi-document workflows with approval steps and data validation.
What to expect:
- A review of your current document workflows and pain points
- 2–3 automation approaches with accuracy and time-saving estimates
- Transparent pricing: setup cost + monthly processing fee
From invoices to contracts — if it's a document, we can process it
Invoices & Bills
Automatically extract supplier name, invoice number, date, line items, totals, and GST — then push directly to Xero or MYOB for approval and payment.
- Supplier invoices → Xero/MYOB
- Purchase orders → ERP systems
- Delivery dockets → inventory systems
- Utility bills → expense tracking
Receipts & Expenses
Capture receipt data from photos or PDFs, categorise expenses, extract GST, and create expense records automatically.
- Staff expense claims
- Petty cash receipts
- Fuel and travel expenses
- Client entertainment receipts
Forms & Applications
Extract data from customer forms, applications, surveys, and submissions — then route to the right system or team member.
- Customer onboarding forms → CRM
- Insurance applications → policy systems
- Job applications → HR systems
- Service request forms → ticketing systems
Contracts & Legal Documents
Extract key terms, dates, parties, and obligations from contracts, NDAs, and legal documents for tracking and compliance.
- Contract expiry tracking
- Lease agreement data extraction
- NDA and confidentiality tracking
- Supplier agreement terms
Emails & Attachments
Process data from emails and their attachments, including order confirmations, booking details, and customer communications.
- E-commerce order confirmations → ERP
- Booking confirmations → calendar/CRM
- Customer enquiries → support tickets
- Delivery notifications → inventory systems
ID Documents & Verification
Extract and verify data from driver's licences, passports, and other identity documents for KYC and compliance.
- Customer identity verification
- Staff onboarding documentation
- Contractor verification
- Age verification for restricted products
Four steps from document to data
Capture
Documents arrive via email, upload portal, mobile app, or direct integration. We accept PDFs, images, scans, and even photos taken on phones.
- Email forwarding (forward invoices to a specific address)
- Upload portal (drag and drop interface)
- Mobile app (snap a photo)
- Direct integration (from your systems)
- Bulk upload (process historical documents)
Extract
AI reads the document, identifies the type, and extracts relevant data. Our models are trained on NZ documents and understand local formats, GST, and business terminology.
- Text and numbers (amounts, dates, codes)
- Tables and line items
- Checkboxes and selections
- Signatures and stamps
- Relationships (which line items belong to which invoice)
Validate
Data is validated against your rules: Does the GST add up? Is the supplier in your system? Is the amount within expected range? Flagged items go to a human for review.
- Mathematical checks (totals, GST calculations)
- Business rules (approved suppliers, budget limits)
- Format validation (dates, account codes)
- Duplicate detection
- Anomaly detection (unusual amounts or patterns)
Deliver
Clean, validated data flows directly to Xero, MYOB, your CRM, or any system with an API. You get notifications, reports, and a complete audit trail.
- Xero (invoices, bills, expenses, contacts)
- MYOB (sales, purchases, inventory)
- HubSpot, Pipedrive, Salesforce (contacts, deals)
- Custom databases and systems
- Webhooks for custom workflows
Not sure which documents to automate first? Let's map it out together.
Real businesses, real results
Packaging Products: E-commerce Order Intelligence
Challenge: All web sales from Custom Box flowed into a single account in their ERP, making it impossible to track individual customers, identify trends, or target high-value buyers for rep follow-up.
Solution: AI scrapes order confirmation emails as they arrive, extracts customer details, order values, product types, and frequency. Creates individual customer records, generates reporting dashboards showing trends and high-value customers, and builds a fresh marketing database.
Result: Unlocked visibility into web customer behaviour, identified high-value customers for rep outreach, enabled targeted marketing campaigns, and provided trend analysis that was previously impossible.
Order confirmation emails → Customer database + reporting dashboards
Accounting Firm: Invoice Processing Automation
Challenge: Processing 200+ supplier invoices per month for multiple clients, with manual data entry into Xero taking 20+ hours per week.
Solution: AI extracts invoice data (supplier, date, amounts, line items, GST) from emailed PDFs, validates against client rules, and creates draft bills in Xero for approval.
Result: Reduced processing time from 20 hours to 2 hours per week. 98% accuracy rate. Staff redeployed to higher-value advisory work.
Supplier invoices (PDF) → Xero bills (draft for approval)
Healthcare Clinic: Patient Form Processing
Challenge: New patient forms filled out on paper, then manually typed into practice management system — creating delays and errors.
Solution: Patients complete forms on tablets or paper (scanned). AI extracts patient details, medical history, contact information, and consent. Data flows directly to practice management system.
Result: Eliminated 5+ hours per week of data entry. Reduced errors. Faster patient onboarding. Better patient experience.
Patient intake forms → Practice management system
Construction Company: Receipt & Expense Management
Challenge: Field staff submit hundreds of receipts monthly (fuel, materials, meals). Manual processing takes days and often has missing or incorrect information.
Solution: Staff snap photos of receipts via mobile app. AI extracts merchant, date, amount, GST, and category. Creates expense records in Xero with receipt images attached.
Result: Real-time expense tracking. Eliminated 10+ hours per week of admin work. Improved GST compliance. Faster reimbursements for staff.
Receipt photos → Xero expense claims
Built on enterprise-grade AI with NZ-specific training
NZ-Specific Capabilities
- Understands NZ GST formats and calculations
- Recognises NZ business numbers and IRD numbers
- Trained on NZ invoice and receipt formats
- Handles NZ date formats (DD/MM/YYYY)
- Understands NZ business terminology
Accuracy & Quality
- 95%+ accuracy on standard documents
- 98%+ accuracy on invoices and receipts
- Human-in-the-loop for low-confidence items
- Continuous learning improves over time
- Complete audit trail for compliance
Security & Compliance
- Bank-level encryption for documents and data
- NZ Privacy Act 2020 compliant
- AWS infrastructure with NZ/Sydney regions
- SOC 2 Type II equivalent security controls
- GDPR-ready for international clients
AI Models We Use
- Computer Vision for document layout understanding
- OCR (Optical Character Recognition) for text extraction
- Natural Language Processing for context and meaning
- Machine Learning for classification and validation
- Custom models trained on NZ documents and formats
Transparent pricing based on volume, not surprises
Starter
$299/mo + GST
Up to 200 documents per month
- Email capture + upload portal
- Xero or MYOB integration (one system)
- Standard document types (invoices, receipts)
- Email support
- Monthly reporting
Best for: Small businesses, sole traders, startups
Growth
$599/mo + GST
Up to 1,000 documents per month
- Everything in Starter
- Multiple integrations (Xero + CRM, etc.)
- Custom document types
- Validation rules and approval workflows
- Priority support
- Real-time dashboard
Best for: Growing SMEs, accounting firms, service businesses
Enterprise
From $1,299/mo + GST
1,000+ documents per month
- Everything in Growth
- Unlimited integrations
- Custom AI model training
- Complex validation and routing
- Dedicated account manager
- SLA guarantees
- API access
Best for: Large businesses, multi-site operations, high-volume processing
Add-ons:
Extra documents: $0.50–1.50 per document (volume discounts apply)
Custom document types: From $500 setup per type
Human review service: $2–5 per document reviewed
Historical document processing: From $299/mo + GST (one-time project, scoped at discovery)
All plans include:
AI-powered extraction and validation
AWS infrastructure (NZ/Sydney regions)
Audit trail and compliance reporting
30 days of post-launch support
Continuous accuracy improvements
Wellington-based support team
Works with the systems you already use
Accounting Software
- Xero (invoices, bills, expenses, contacts, bank transactions)
- MYOB (sales, purchases, inventory, contacts)
- QuickBooks (invoices, expenses, vendors)
CRM Systems
- HubSpot (contacts, companies, deals, activities)
- Pipedrive (contacts, organisations, deals)
- Salesforce (leads, contacts, opportunities)
Communication Tools
- Email (Gmail, Outlook, any IMAP/SMTP)
- Slack (notifications, approvals)
- Microsoft Teams (notifications, approvals)
Storage & Databases
- Google Sheets (data export)
- Microsoft Excel (data export)
- Custom databases (PostgreSQL, MySQL, MongoDB)
- Cloud storage (Google Drive, Dropbox, OneDrive)
Custom Systems
ERP systems, practice management software, inventory systems, ticketing systems — any system with an API or webhook capability
Want to know how much time your team could save? Let's map it out together.
Why Kiwi businesses trust AutomateAI for document processing
Wellington-based team
Work directly with our NZ team who understand local business needs, NZ document formats, and GST requirements.
Proven accuracy
95%+ accuracy on standard documents, 98%+ on invoices and receipts. Trained on thousands of NZ documents.
Fast implementation
Live and processing documents in 2-4 weeks, not months. Quick wins approach proves value fast.
Continuous improvement
AI learns from your documents and feedback, improving accuracy over time.
NZ data sovereignty
AWS infrastructure with NZ/Sydney regions. Your data stays in New Zealand or Australia.
Full integration support
We handle all integration work with Xero, MYOB, CRMs, and custom systems.
Frequently asked questions
Ready to eliminate manual data entry?
Book a free 30-minute discovery call with our Wellington team. We'll review your document workflows, estimate time savings, and show you exactly how AI document processing works.
What you'll get:
- Document workflow analysis
- Accuracy and time-saving estimates
- Integration feasibility assessment
- Transparent pricing for your volume