B41 builds document and invoice automation around the systems your team already uses. Bring us one document workflow to scope: what arrives, what needs checking and where the approved information should go.
An invoice may arrive as a PDF while its purchase order sits in another system. Someone still has to check the details, find the right approver and enter the record. Start with that handoff.
Discuss your document workflow with B41.
Start invoice automation with the documents you receive
Choose one recurring document flow and agree which fields the receiving system needs.
Bring examples of your PDFs, scans, attachments or photographs. Include the awkward files your team has to correct. A pilot built around clean examples alone can miss the work that causes delays.
For an invoice, the required fields might include supplier, invoice number, dates, currency, amounts and a purchase-order reference. Agree which fields are mandatory and which records they must match. Identify the point where a missing or conflicting value should stop the workflow.
Start with redacted samples. Agree a suitable way to share sensitive documents before providing live data.
Define the checks and who approves the record
Set the acceptance rules and name the person who resolves exceptions before connecting the workflow to a live system.
Capture and extract
Keep a reference to the original document alongside the extracted fields. A reviewer should be able to compare a disputed value with the source.
Validate and route
For invoice automation, agree how to check required fields, conflicting amounts and possible duplicates. Route exceptions to a named reviewer with enough context to make a decision. Record corrections and approvals before handing off the accepted information.
For example, an invoice with an unmatched purchase-order reference could remain in a review queue until the responsible person resolves it. The rule belongs to your process and needs to be agreed during scoping.
Connect document automation to your existing systems
Agree the destination record, field mapping and recovery path so the same document can be traced through the handoff.
B41's work includes custom systems connected to existing ERP and TMS environments. For a document project, the connection needs to fit the system receiving the data and the access it permits.
Identify the available interface and decide which system owns supplier details, document status and approval decisions. A finance record and an operational record may need different information from the same document.
Plan for a rejected transfer. Specify who sees the failure, how the team corrects it and what prevents a retry from creating a duplicate. Keep the source reference with the destination record wherever the agreed interface allows it.
Judge the pilot on your own documents
Compare the pilot with your current process using field correctness, review time and exception handling.
Use a pilot to judge the workflow on representative documents. Include the exceptions that already take your team time to resolve. Microsoft's Document Intelligence guidance also recommends evaluating extraction on real business documents and deciding when human review is needed.
Record a baseline before the pilot. For invoice automation, measure handling time including review and corrections. Check the fields needed by the receiving system, how often a person must intervene and the work required to recover failed transfers.
A high extraction score on its own does not show that the record is ready for use. Set acceptance thresholds with the people responsible for the process, then decide which steps are suitable for automation.
Agree access and data handling before the pilot
Decide who can view and approve documents, where information is processed and how long it is retained.
The scoping conversation should identify connected services and the information each receives. Agree processing locations, retention and deletion requirements before sharing live data.
Define the activity history you need, including corrections and approval decisions. Review these requirements alongside the document fields and system connection when agreeing the project scope.
Bring one document workflow to B41
Share a redacted sample, the receiving system and the person responsible for approvals to start a scoped pilot discussion.
Tell us where people repeat work today and which handoff you want to improve. Include the document types and the exceptions your team handles manually. Those details give us a concrete starting point for discussing document automation in your operation.
Contact B41 to discuss a scoped pilot.
B41's document and connected-systems services.
Microsoft guidance on document extraction, evaluation and human review.