Document Agent — AI That Reads, Files, and Routes Paperwork | ViviScape

Document Agent

Every day your business receives paperwork whose only purpose is to become a field in a system. Somebody opens it, reads it, and types it in. That is the entire job.

The Process

The work today, and the work after.

The work today

Open, read, retype, file

  • Documents arrive by email, portal, fax, and scanner in every format
  • Someone opens each one to work out what it even is
  • Key fields are retyped into the ERP, accounting system, or a spreadsheet
  • Scans and photos get squinted at when the print is bad
  • Files are named by whoever saved them, so nobody can find them later
  • Expiring certificates and insurance are noticed only when they lapse
  • The mismatch between a PO and an invoice surfaces weeks after the fact
What the agent does

Read once, structured forever

  • Picks up documents from every inbound channel automatically
  • Classifies the type: PO, packing slip, BOL, invoice, certificate, contract
  • Extracts the fields that matter, including from scans and photographs
  • Validates against the matching record already in your systems
  • Writes the structured data where it belongs and files the original
  • Names and indexes consistently so it is findable by anyone
  • Tracks expiration dates and raises them before they become a problem
Layer 3 — ViviScape Connect

Which systems it touches

Keep the systems that work. The agent operates inside them through ViviScape Connect.

Email & Microsoft 365 SharePoint & file shares ERP records Sage / QuickBooks Scanners & inbound fax Legacy databases Supplier & customer portals
Layer 2 — ViviScape Work

Where a human approves

Confident extraction posts. Anything ambiguous or consequential is shown to a person with the page it came from.

Always routed to a person
  • Low-confidence reads: poor scans, handwriting, unfamiliar layouts
  • Documents that do not match any record in your systems
  • Quantity, price, or term mismatches between a PO and an invoice
  • Contracts, legal documents, and anything requiring a signature
  • Expired or missing compliance certificates
What Work gives you
  • A review queue showing the extracted values next to the source page
  • Corrections that feed straight back into the agent's accuracy
  • Audit history linking every posted field to the document it came from
  • Reporting on volume, extraction confidence, and exception rate
  • Retention and access rules applied consistently, not per person
What It Costs

No seats. No per-user pricing.

Implementation ~$15K one-time, all in
Managed operation $2K–$5K per month

Implementation covers document-type mapping, the Connect integrations, approval design, and tuning against your real paperwork. Start with the $497 Manual Work Tax Diagnostic to size the recoverable hours first.

Start the $497 Diagnostic
What work disappears?

Opening an attachment to retype what is inside it.

  • Sorting inbound paperwork to figure out what each document is
  • Keying fields off a PDF or a scan into a system
  • Renaming and filing documents so they can be found again
  • Three-way matching POs, receipts, and invoices by eye
  • Tracking certificate and insurance expirations on a spreadsheet
  • Searching four folders for the document an auditor just asked for

What stays human: the unreadable, the unmatched, and the contractual. A short review queue replaces a full inbox.

The Rest of the Workforce

Eight agents. Start with one.

Order Entry CSR Dispatch Scheduling Billing Document Customer Service Sales
Next Step

How many documents get retyped here every week?

The Manual Work Tax Diagnostic counts them by type, prices the handling time, and tells you which ones a Document Agent takes off the desk first.

Book the $497 Diagnostic