The challenge

A professional services team received document packs through email and shared folders. Staff renamed files, extracted key details, checked mandatory fields, and chased clients for missing information before a reviewer could begin.

The manual intake process delayed work and made it difficult to see which documents had been checked, rejected, or approved.

Our strategy

We built a document-intake pipeline that classifies incoming files, extracts structured data, validates each pack against the relevant checklist, and routes exceptions to a human reviewer.

The workflow included:

• capturing documents from approved email and upload channels
• classifying files and matching them to the correct client record
• extracting required fields with source-page references
• checking completeness, dates, formats, and policy rules
• requesting specific missing information automatically
• sending every exception and low-confidence result to a reviewer

The results

• 70% faster document processing
• 90% fewer missing-field follow-ups after review began
• Human review for every exception with the source evidence attached

The team began substantive review sooner, kept a consistent audit history, and reduced repetitive administration without delegating final compliance decisions to the system.