Turn scanned documents into data in your CRM automatically

Scans paper and digital documents, pulls out the key data, and pushes it straight into your CRM.

How the work actually flows

It branches. Every path runs.

Pattern: Parallel Split (2) ยท Transient Trigger (23)

flowchart TD trig>"document arrives or uploaded"]:::trig s0["scan document with ocr"]:::svc s1["extract key fields with ai"]:::svc s2["categorize document"]:::task trig --> s0 s0 --> s1 s1 --> s2 gx{"+ where extracted data goes"}:::gate s2 --> gx p00["push data to crm"]:::task gx -->|"update system"| p00 p10["alert team in slack"]:::task gx -->|"notify team"| p10 p00 --> out p10 --> out out[/"extracted data pushed to crm"/]:::out pay{{"less manual data entry and filing"}}:::pay out --> pay classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
Starts itA stepAn outside serviceEvery pathResultPayoff
Build size
Advanced

A larger build with multiple systems, AI reasoning, and custom rules.

Business functions
CRM & Sales PipelineEmail AutomationMessaging & NotificationsDocument Processing & OCRFile & Cloud Storage
Connects
Google DriveHubSpotSalesforceOpenAISlack
Featured in

The problem it solves

Getting information out of invoices, forms, and contracts and into your systems by hand is slow, and mistakes slip in every time someone retypes a number. Filing and sorting documents also eats up time your team could spend on actual client work.

Who it fits

A legal, healthcare, finance, or professional services office that processes a steady stream of paper and digital documents.

How it works

  1. Starts when a new document arrives by email or is added to your files
  2. Reads the document with OCR and pulls out the text
  3. Uses AI to identify and extract the key fields
  4. Sorts and categorizes the document automatically
  5. Pushes the extracted data into your CRM and alerts your team in Slack
What you get

Key data pulled and flagged for your team

Scanned documents get read automatically, with the key data pulled out and pushed into your CRM.

What you get

Structured data added to your CRM and a categorized, searchable copy of the original document.

What you need

An email account, a Google Drive account, a CRM such as HubSpot or Salesforce, an OCR service, and an OpenAI API key.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

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