AI Document and Invoice Automation
Archi Group builds AI systems that read your paperwork the moment it arrives: invoices, purchase orders, packing slips, applications, contracts. The data gets extracted, checked against your records, and entered into your systems automatically, with anything unusual flagged for a human instead of guessed at.
Somebody is retyping paper into software right now
Every vendor invoice gets opened, read, and keyed into accounting. Every purchase order gets matched by eye. Every mismatch becomes an email thread. It is slow, it is boring, and a single typo can cost more than a month of doing it right. Document handling is the least glamorous work in your business and one of the most automatable.
What we build
From inbox to entered, without the retyping:
- Invoice capture from email, scans, and portals, in any layout your vendors use
- Extraction of line items, totals, dates, and terms with validation against your records
- Two and three way matching of invoices to purchase orders and receipts
- Automatic entry into QuickBooks, Xero, or your accounting and ERP systems
- Exception routing: anything that does not match goes to a person with the reason attached
- The same engine applied to any paperwork: applications, contracts, packing slips, forms
Proof: we process our own vendor invoices this way
Our lighting businesses buy from a long list of suppliers, each with their own invoice formats and quirks. Handling vendor invoices inside our own operation is exactly what taught us where document automation breaks and how to build it so it does not. Over 15 years of paperwork is a good teacher.
What it costs
Builds run $4,000 to $15,000 depending on document types, volumes, and the systems we connect. Ongoing care starts at $400 per month. For context, standard automation builds of this kind run $2,500 to $15,000 and up at market rates. Free AI audit and fixed quote first.
How it works
- 1
Free audit. A 20 minute call where we find the three places AI can save your business the most time or money. You get a fixed quote, whether or not you hire us.
- 2
Build. Most projects go live in 2 to 6 weeks. You approve everything before it touches a customer.
- 3
Run. We monitor, fix, and improve the system every month, and you get a plain English report on what it did.
Common questions
How accurate is it?
High, and honest about the rest. Clean documents extract reliably; messy ones get flagged for a person rather than guessed at. Accuracy also improves in the first weeks as the system learns your vendors' formats.
What document types can it handle?
Invoices, purchase orders, receipts, packing slips, applications, contracts, and most structured or semi-structured paperwork, whether it arrives as a PDF, a scan, a photo, or an email body.
Does it work with our accounting software?
Yes: QuickBooks, Xero, and most accounting and ERP systems. If yours has no API, we can still deliver clean structured data for import.
What happens with a document it cannot read?
It goes to a person, with the document attached and the reason it was flagged. Nothing gets silently guessed, and nothing gets silently dropped.
Is our financial data safe?
Document data flows through access-controlled systems you approve, is never used to train public models, and stays yours. We review the data path with you in plain English before the build.