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.
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.
Common use cases:
- •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.
Common use cases:
- •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.
Common use cases:
- •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.
Common use cases:
- •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.
Common use cases:
- •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.
Common use cases:
- •Customer identity verification
- •Staff onboarding documentation
- •Contractor verification
- •Age verification for restricted products
Four steps from document to data
Real businesses, real results
Packaging Products: E-commerce Order Intelligence
Order confirmation emails → Customer database + reporting dashboards
Accounting Firm: Invoice Processing Automation
Supplier invoices (PDF) → Xero bills (draft for approval)
Healthcare Clinic: Patient Form Processing
Patient intake forms → Practice management system
Construction Company: Receipt & Expense Management
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
Up to 200 documents per month
Best for: Small businesses, sole traders, startups
Growth
Up to 1,000 documents per month
Best for: Growing SMEs, accounting firms, service businesses
Enterprise
1,000+ documents per month
Best for: Large businesses, multi-site operations, high-volume processing
Add-ons:
All plans include:
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
Frequently asked questions
What types of documents can you process?
Invoices, receipts, forms, contracts, emails, ID documents, and more. If it's a PDF, image, or scan, we can likely process it. We'll assess your specific document types during discovery.
How accurate is the AI extraction?
95%+ accuracy on standard documents, 98%+ on invoices and receipts. Low-confidence items are flagged for human review. Accuracy improves over time as the system learns your specific documents.
What if the AI gets something wrong?
You can set validation rules to catch errors (e.g., GST calculations must be correct). Flagged items go to a human for review before being sent to your systems. You always have final approval.
Can you process handwritten documents?
Yes, but accuracy is lower (70-85% depending on handwriting quality). We recommend digital forms or typed documents for best results.
How long does processing take?
Most documents are processed within 1-5 minutes of receipt. Complex documents or those requiring human review may take longer. You can set up real-time notifications.
What happens to the original documents?
Documents are stored securely in AWS (NZ/Sydney regions) with bank-level encryption. You can access them anytime via the dashboard. Retention periods are configurable (default: 7 years for compliance).
Can you process documents in bulk?
Yes. We can process historical documents as a one-time project. Pricing depends on volume and document complexity.
What about data privacy and security?
We're NZ Privacy Act 2020 compliant, use bank-level encryption, and store data in AWS NZ/Sydney regions. We never share your data with third parties. Full audit trails for compliance.
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
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.