Digitization
The first step is converting incoming documents into machine-readable digital form. The robot automatically accesses the email, downloads the attachment (a scanned image or PDF), and uses Optical Character Recognition (OCR) to convert it into digital text — ready for analysis.
Classification
After digitization, artificial intelligence analyzes the document. Through keyword analysis, context understanding, and trained patterns, it automatically identifies the document type — in our example, it accurately classifies it as an invoice. This ensures proper downstream processing.
Extraction
In this crucial phase, AI performs intelligent data extractionIt precisely pulls all key data from the invoice: company ID, tax ID, document number, due dates, bank account details, and all financial amounts with their breakdowns.
Validation and Structured Data Entry
Extrahovaná data jsou následně validována – systém je porovná s existujícími záznamy nebo interními pravidly, aby ověřil jejich správnost a logickou konzistenci. Po úspěšné validaci se robot přihlásí do podnikového systému (účetního, ERP) a zapíše strukturovaná data into the correct fields. The process is complete.
