DOCUMENT & DATA AUTOMATION
TURN INCOMING DOCUMENTS INTO USABLE DATA.
Hubflow builds managed workflows that capture, extract, validate, classify and route information from documents, emails, forms and business records.
FROM UNSTRUCTURED INPUT TO CLEAR NEXT ACTION
Reduce the Manual Work Between Receiving and Using Information.
Data Extraction
Extract approved fields from invoices, forms, reports, PDFs, emails and other supported formats.
Document Classification
Identify document types and route them into the appropriate workflow or review queue.
Validation & Matching
Check required fields, formats, totals or references against configured rules and supported records.
Data Entry & System Updates
Create or update records in approved CRMs, spreadsheets, databases or operational tools.
Document Generation
Produce approved summaries, reports, letters or internal documents from structured information and templates.
Review & Exception Queues
Send low-confidence, incomplete, duplicate or sensitive items to a human reviewer.
Scheduled Data Preparation
Organise recurring operational data into agreed reports or structured exports.
INTERACTIVE DEMO
From Business Documents to Organised Data.
Explore how a document workflow extracts key details, checks for missing or inconsistent information and prepares a reviewed record for your business tools.
Start With the Information You Receive.
Choose a sample supplier invoice to explore the workflow.
Choose the sample invoice condition.
This preview uses fictional invoices and predefined extraction results. No files are uploaded, payments approved or external records changed. Document formats, extraction fields, validation rules, review permissions and destinations are scoped during setup.
AUTOMATION WITH VALIDATION
Important Data Should Not Move on Confidence Alone.
The implementation can combine deterministic checks, required fields, confidence thresholds, duplicate detection, source references and human review queues.
Deterministic & Required-Field Checks
Validates mandatory data points, property formats, date syntax and mathematical totals against deterministic business rules.
Confidence Scores & Duplicate Controls
Automatically identifies low-confidence extractions, potential duplicate files and ambiguous characters before values are committed.
Source References & Review Queues
Preserves direct links to original files, snippets and line-item coordinates, routing uncertain items into dedicated human review queues.
Configured Approval & Scoping
Your team defines which fields are required, which differences are acceptable and which documents need mandatory approval. Hubflow configures the agreed processing, access and exception workflow.
Data & Verification Notice: AI extraction and OCR can make mistakes. Clients must review high-impact records and maintain appropriate source documents, access controls, retention rules and backups.
CAPTURE, CHECK, ROUTE
A Traceable Path From Source to System.
Document received
Document received through an approved upload, inbox, form or connected system.
File prepared
File prepared for supported text or structured-data processing.
Information extracted
Information extracted according to the agreed fields and document type.
Rules applied
Rules applied to validate required details, confidence and business conditions.
Record updated
Record updated or approved output generated in the destination system.
Exception escalated
Exception escalated when information is missing, uncertain or outside scope.
CONNECT THE INFORMATION FLOW
Work With Approved Files and Business Systems.
We review representative file samples, the fields you need and where the processed data should go before recommending extraction tools or AI models. The setup is selected around document quality, validation requirements, access permissions and processing costs, with exceptions routed for human review.
Intake & Document Capture
Capture inbound records directly from shared inboxes, web forms, cloud storage folders, manual upload portals, scanner feeds and connected platforms.
Structured Destinations
Route verified data into core CRMs, spreadsheets, accounting software, databases, project management boards and scheduled executive summaries.
Supported File Formats
Engineered to parse digital PDFs, scanned documents, structured sheets, image attachments, email bodies and standardized application forms.
Quality & Complex Layout Validation
Supported file types, handwriting, tables, images, languages and document quality must be thoroughly tested before production deployment.
Cost Note: OCR, storage, AI processing, automation tasks and third-party platforms are separate unless expressly included.
BUILT FOR DOCUMENT-HEAVY OPERATIONS
A Strong Fit When Teams Repeatedly Read, Copy and Re-enter Data.
Finance & Administration
Process approved invoices, expense documents, statements and recurring records.
Agencies & Professional Services
Organise client forms, briefs, reports and project documentation.
Recruitment & HR Operations
Route approved candidate or onboarding documents while retaining appropriate human review.
Logistics & Service Operations
Extract and organise information from service forms, delivery records and operational documents.
SUITABILITY CRITERIA
A Strong Fit When:
- Document types repeat across daily workflows
- Target extraction fields and formats are clearly known
- Source document quality is reasonably consistent
- Exceptions and edge cases can be reviewed by human operators
Not a Fit When: Files are largely unreadable, every document requires expert interpretation, or the workflow would make unreviewed legal, medical, credit or employment decisions.
TEST WITH REAL DOCUMENTS
Build Around the Files Your Team Actually Receives.
Discover
Define document types, fields, volumes, destinations and risk.
Sample
Review representative, permitted files including difficult examples.
Build
Configure extraction, validation, routing and system updates.
Evaluate
Measure results against an agreed test set and exception rules.
Launch
Start with a controlled document type or volume.
Improve
Review errors, format changes and agreed workflow updates.
You Provide
Lawful sample files, field definitions, validation rules, system access and reviewers.
Hubflow Handles
Workflow design, extraction setup, supported integrations, testing, launch and agreed monitoring.
START WITH ONE DOCUMENT TYPE
Prove Accuracy Before Increasing Volume.
Document Automation Pilot — From £499
One-time pilot.
One document type, limited sample set, agreed fields, basic validation and pilot results review.
The sample size, document type, extraction fields, review criteria and pilot duration are agreed before work begins. Production deployment is quoted separately.
Production Workflow — From £2,000
One-time implementation.
Live intake, validation, system update or routing, exception handling and agreed launch support.
Includes the agreed intake source, document formats, validation rules, destination connections and exception workflow. Additional document types, historical processing and data cleanup are quoted separately.
Ongoing Management — From £500/Month
Monthly service.
Technical monitoring, format or rule updates, integration checks and agreed performance review.
Monitoring coverage, support hours and the allowance for format or rule changes are defined in your plan. New workflows and substantial integration changes are quoted separately.
Prices are starting points in GBP. Pilot, production deployment and ongoing management are separately scoped. OCR, AI processing, storage, automation-platform subscriptions and other third-party usage are additional unless expressly included.
FREQUENTLY ASKED QUESTIONS
Clear Answers on Document & Data Processing.
Which documents can you process?
Potentially PDFs, images, emails, forms, spreadsheets and supported office documents. Suitability is confirmed using real samples.
Can it read handwriting?
Sometimes, but accuracy varies significantly. Handwritten content must be tested and may require mandatory human review.
Can it update our CRM or accounting system?
Where suitable APIs and permissions exist, approved data can be sent to supported systems.
Is extraction always accurate?
No. OCR and AI can misread content, which is why validation and exception handling are essential.
Can it process confidential files?
Potentially, after access, provider, retention and security requirements are reviewed and contractually agreed.
Do you keep copies of documents?
Retention depends on the workflow and agreement. The system should keep only what is needed for the approved purpose.
How do you price high volumes?
High-volume workflows are scoped around document count, page count, format variety, extraction fields, validation and review requirements. A pilot may be recommended to assess suitability. Implementation, ongoing management and third-party processing costs are identified separately in your proposal.
What happens after the document automation pilot?
We review the sample results, extraction errors and exception handling with your team. Based on the findings, you can proceed with a separately quoted production workflow, agree further testing or finish after the pilot review. Production deployment and ongoing management do not begin automatically.
Can you help match invoices and payments?
Yes, where suitable records and agreed matching rules are available. The workflow can compare references, amounts and other approved fields, suggest potential matches and flag unmatched or inconsistent records. Your finance team reviews exceptions and retains responsibility for final reconciliation and payment decisions.
What happens when a document layout changes?
A layout change may affect extraction quality. Where configured, failed checks or uncertain results are routed for human review. Updates to supported formats can be tested within your agreed maintenance scope. New document types or substantial changes may require a separate quote.
START YOUR AUTOMATION REVIEW
Let’s Review Your Document and Data Workflow.
Tell us which documents or data your team currently processes manually. We’ll review the workflow, volume and existing systems before recommending the right automation solution.