AI for Organizations

AI Document Data Entry

AI reads forms, invoices and ID-style documents into your spreadsheet or system, and highlights uncertain fields for a staff member to check.

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What we usually find on site

Many organisations still type data from paper into Excel by hand: supplier invoices, application forms, receipts. It is slow, dull and error-prone when people are tired. Documents arrive in Lao, Thai and English, some printed, some handwritten.

From document to spreadsheet row

You scan or photograph the document and drop it into a folder on the internal server. The system reads the text, finds the fields you defined (invoice number, date, supplier, amount, line items) and writes them as a row in Excel or a CSV file your system can import.

A person checks before anything is saved

The system does not post into your accounting system by itself. The review screen shows the document image next to the fields, and fields the system is unsure about are highlighted so staff look at them first. Staff correct and approve. Another simple check: line items must add up to the document total, and if they do not, the row is flagged.

What reads well and what does not

Clear scans of printed documents with a repeating layout read best. Lao handwriting, stamps over text, creased paper and photos taken at an angle are hard. We test on 20–50 of your real documents and report field by field which ones can be trusted and which must always be checked.

Personal documents stay inside

ID cards, certificates and payroll data should not leave the building. Everything runs on your server, access follows user accounts, and there is a log of who approved which row. Start with a pilot before you buy and plan backup alongside it.

What it does

You define the fields

Choose which fields to extract and order the columns the way your team already works.

Uncertain fields highlighted

Staff see at once which fields need a look first.

Document image beside the data

Check and correct on one screen without opening another file.

Totals cross-checked

If line items do not add up to the document total, the row is flagged.

Excel or CSV output

Files your accounting or other system can import.

Approval log

Every row shows who checked and approved it, and when.

Design and rollout

1
Pick the document types and fields, with 20–50 samples including the difficult ones.
2
Pilot and report field by field which ones can be trusted.
3
Install the internal server and an intake folder from scanners or phones.
4
Set up the review screen, highlighting rules and export format.
5
Run the acceptance test on the agreed document set.
6
Train reviewers and administrators, then monthly care.

Where it fits

For example, an accounting team typing invoices from Lao and Thai suppliers every month.
HR teams receiving job application forms and document copies.
Schools entering student registration forms.
Warehouses receiving delivery notes and goods-received slips.
Clinics entering patient registration forms into a spreadsheet.

Typical system sizes

One document type

Fits: For example invoices or one form, one team

Pilot with a field-by-field report
Review screen with uncertain fields highlighted
Excel or CSV export

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Several types

Fits: Several forms and languages, several teams

Automatic sorting by document type
Review and approval rights by team
Total and missing-field checks

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System hand-off

Fits: Organisations that want approved data passed to an existing system

Import format matched to what your system accepts
Approval log on every row
Monthly care with acceptance test re-runs

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FAQ

Can it read Lao handwriting?

Sometimes, but this is the weakest area. Numbers and printed text read far better than handwriting. We measure it on your forms in the pilot, and handwritten fields usually need a person to check every time.

Can it post straight into our accounting system?

We advise against it. Data should be checked and approved by staff first, then exported as a file for the system to import. Money and accounting figures should never pass through a step nobody looks at.

Can we photograph documents with a phone instead of scanning?

Yes, if the photo is straight, well lit and free of shadows. Angled or blurry photos increase the number of uncertain fields. A sheet-fed document scanner is still the better choice for large volumes.

What happens when a supplier changes its invoice layout?

It can usually read the new layout, but uncertain fields may increase at first. During monthly care we add new samples to the test set and run it again.

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