How MindTecture Automated Document Processing and Cut Manual Work by 90%
Manual document handling is still one of the biggest bottlenecks in operations — especially for businesses dealing with large volumes of invoices, contracts, or forms. For this use case, MindTecture helped a mid-sized logistics and distribution company streamline their paper-based workflow by building a custom AI-powered document processing system.
What used to take hours per day — scanning, typing, double-checking — now happens in minutes. The impact was immediate: faster turnaround times, fewer errors, and a 90% drop in manual data entry.
The Problem
The client’s operations team was processing dozens of shipment invoices and delivery records every day, most of them arriving as PDFs or scanned images. Employees had to:
- Manually extract details like tracking numbers, client info, and delivery notes
- Enter the data into their ERP system
- Cross-check it for accuracy
This wasn’t just time-consuming — it was error-prone and hard to scale. They knew automation was possible, but weren’t sure where to begin.
The Solution
MindTecture built a custom AI document parser trained on real invoice samples from the client’s system.
Key components:
- Optical Character Recognition (OCR) to read text from PDFs and scans
- AI-based field mapping to identify and extract key values (invoice number, client, date, amount, notes)
- Seamless integration into their existing ERP
- A review dashboard where flagged documents (low confidence or missing fields) could be quickly reviewed
Within two weeks, the system was live and processing the majority of inbound paperwork automatically.
The Outcome
With MindTecture’s solution in place, the company saw:
- 90% reduction in manual data entry
- 2–3 hours of saved time per day per operations rep
- Higher data accuracy (fewer rejections and returns from client-side audits)
- Faster processing speed, which improved their SLAs
They’re now expanding the same setup to vendor contracts and HR forms.
Final Thoughts
This use case proves that even a basic document pipeline can be radically improved with smart automation. By starting with a narrow, high-impact process, MindTecture helped the client unlock time, accuracy, and momentum — with a clear ROI from day one.