Document & Email Automation
Repetitive emails and PDFs can process themselves. We put them to work.
We eliminate one repetitive email, document or quote-request workflow — it runs on its own, at a fixed price, no errors, no wasted hours.
- From €1,000
- PDF data extraction
- Automated email
- Delivery in 1–2 weeks
How many hours a day does your team lose on this?
These are the workflows we encounter most often at the businesses we work with.
- Incoming client emails are read and answered manually, one by one
- Quotes and proposals are created from scratch for each client
- Invoice PDF data is manually extracted and entered into Excel or ERP
- Received documents (contracts, invoices, requests) are manually sorted into folders
- Onboarding forms are sent manually and collection is tracked manually too
- The same email is written 10–20 times a day with minor variations
Documents and emails come in, structured data comes out. Automatically.
Multiple inputs
Email, web form, received PDF, uploaded file, WhatsApp Business message — we work with any input you have.
AI processing
Data extraction, document classification, response drafting, proposal generation — AI does the repetitive work.
Output into your systems
Data goes where it belongs: CRM, Google Sheets, accounting system, email sent, task created, folder classified.
What we automate concretely
Each workflow below is a standalone service or part of a larger package.
Incoming email → extracted data → CRM / spreadsheet
Client or supplier emails are processed by AI: it extracts relevant data (amount, deadline, product, contact person) and updates the CRM or spreadsheet.
Quote request → AI proposal → PDF → client email
From the quote request data (received via email or form), AI generates a complete proposal, exports it as a PDF, and sends it to the client — with an optional approval step.
Invoice PDF → vendor, amount, date extraction → accounting system
Received invoices are automatically scanned and processed: vendor, amount, VAT, date, invoice number are extracted and sent to the accounting queue or ERP.
Automatic document classification (invoices, contracts, requests)
Received documents are automatically classified by type and moved to the right folder — without anyone manually sorting them.
Onboarding form → welcome email → internal task created
When a new client fills in the onboarding form, they automatically receive a personalised welcome email and an internal follow-up task is created for the team.
Repetitive email response generation with human approval
Frequent emails (information requests, confirmations, follow-ups) get an AI-generated response draft. The team approves with one click and the email is sent.
How it works
From your document or email to a working workflow in 1–2 weeks.
We choose the workflow to automate (30 min)
Day 1
We identify the most suitable document or email for the first workflow: the most frequent, most time-consuming, or most error-prone.
Build & integration (3–7 days)
Day 2–8
We implement the extraction, parsing, and integration with your system. We configure the human approval step if needed.
Testing with real documents & delivery
Day 9–10
We test the workflow with real documents and emails from your business. We deliver with written documentation and team training.
Choose what we automate first
Each package is delivered independently and can be extended later.
Email & Document Automation
1–2 weeks
One email or document workflow, from zero to working.
- 1 email or document workflow
- Integration with your existing system
- Human approval step (optional)
- Testing with real data
- Documentation and training
Proposal Generator
1–2 weeks
Quote request → AI-generated proposal → PDF → sent to client automatically.
- Quote request processing (email or form)
- AI proposal generation based on your template
- Automatic PDF export
- Email sending to client
- Approval step before sending
Invoice Data Extraction
1–2 weeks
PDF invoices → structured data extraction → accounting system or ERP.
- Processing received PDF invoices
- Extraction of vendor, amount, VAT, date, number
- Export in structured format (Excel, CSV, API)
- Integration with accounting system
- Alert for invoices with errors or missing data
Monthly Support
We monitor the active workflow and add new document or email types.
- Active workflow monitoring
- Adjustments and improvements
- Adding new document types
Document automation is a good first step. Here's what can follow.
Each step builds on what you already have. You move at your own pace.
Let's automate the first document or email
Tell us about the document or email that takes the most time in your team.
Describe in 2 lines what you want to automate. We reply within a few hours.
Open WhatsApp →Send us a message
Leave your details and a brief summary of the workflow. We'll contact you within 24h.
Book a 30-minute call
We discuss the specific document or email and see what's possible.
Open in Calendly →Frequently asked questions
What types of documents do you work with?
PDF invoices, contracts, quote requests, onboarding forms, shipping documents, minutes, reports — any document with a repetitive structure. If you have a specific document type in mind, message us and we'll check compatibility.
How accurate is the data extraction from PDFs?
For documents with a clear and consistent structure (standard invoices, typed forms), accuracy is 95–99%. For documents with variable formats or poor scan quality, we configure a human verification step for low-confidence cases. We never deliver a workflow without testing it with real documents from your system.
Does it work with emails in Romanian too?
Yes. The AI models we work with correctly understand and process Romanian text, including with diacritics, business jargon, or your industry-specific terminology. We always test with real emails from your inbox.
What happens if a document can't be processed correctly?
We configure a fallback mechanism: documents that don't meet a confidence threshold are automatically routed to a human for manual processing, with a clear notification. Nothing gets lost — the workflow handles 80–90% of the volume, the rest reach the team with automatic prioritisation.
Do we need to change the systems we already use?
No. We design workflows to integrate with what you already have: Gmail, Outlook, Google Sheets, Excel, any ERP with an API or export, accounting systems (Saga, SmartBill, etc.). The goal is to add automation without disrupting what already works.