Capture the document
Take it in from email, scan, photo, DMS or upload.
Document & contract processing: Recognise, structure, check and pass on content.
PDFs, forms, contracts, reports and other documents are classified, read and assigned to the right cases or systems.
In short: Document AI turns unstructured files into usable data. It recognises the document type and content, extracts relevant fields and flags anomalies. It then passes structured information to downstream processes. Originals stay unchanged.
Starting point
Where time is lost today.
- Manual data entryAmounts, deadlines and parties are typed up by hand.
- Disorganised filingDocuments sit in email attachments, folders and on paper.
- Many formatsScan, photo, PDF, Office – each one different.
- Contract information can’t be foundNobody knows which deadline is in which contract without searching.
- Missing assignmentWhich project or customer a document belongs to isn’t recorded.
How it works
What the solution does, step by step.
Recognise text
OCR for paper, scans and photos – handwriting to a limited extent.
Classify
Contract, form, report, plan, delivery note, correspondence.
Extract fields and clauses
Parties, amounts, deadlines, line items, relevant clauses.
Check
Check completeness and plausibility, and flag anomalies.
Assign and hand over
To the customer, project or case; structured data to the DMS, ERP or CRM.
Before – after
What changes in day-to-day work.
Examples from the workflow – no percentages, as only a measurement in your business can provide those.
| Situation | Today | With the solution |
|---|---|---|
| Contract | in an email attachment | classified, deadlines extracted, filed in the DMS |
| Construction site report | paper in the car | photographed, read, assigned to the project |
| Form | typed up | fields extracted, submitted for review |
| Search | folder by folder | findable by contracting party, deadline or project |
Benefit
What this use case improves.
Less data entry
Fields are extracted, not typed up.
Easier to find
Documents are classified and assigned.
Structured data
Files become fields that systems can process.
Traceable further processing
Originals are kept; extracted data is versioned.
In action
What working with it looks like.
Sample images from our visual library – the interfaces shown are illustrations, not client data.
Responsibility
What stays with people.
Checking discrepancies, the professional and legal assessment of contracts, and every approval with external impact.
The solution prepares, sorts and hands over – your staff make decisions and grant approvals, following rules you set.
Systems & integrations
Where the solution connects.
For example – what exactly gets connected depends on interfaces and permissions and is checked in the AI potential assessment.
- DMS
- ERP
- CRM
- SharePoint
- Email
- Project software
Building blocks & products
The technology behind it.
Solution building blocks are the technical components of the Swiss AI Platform, combined by process.
Document AI
The building block for OCR, extraction and classification.
View building blockProcess automation
Filing, matching, handover.
View building blockRAG / knowledge systems
Make contract content searchable.
View building block
Control, data & operation
Control stays part of the system.
Depending on the product and interfaces, we run the solution on your premises, in a Swiss cloud or as a combination. Before the pilot, we clarify data flows, access rights and compliance requirements. Background: Private AI and On-premise & hybrid (running on your own servers or a mix of both).
| Topic | Implementation |
|---|---|
| Data | Contracts, personnel data, financial records – internal to highly sensitive. |
| Approvals | A person checks discrepancies, anomalies and anything before further processing with external impact. |
| Roles & permissions | Who may see and approve which document classes, by role and source system. |
| Logging | Recognition, extraction, check and assignment traceable for each document; originals unchanged. |
| Operating model | Running on your own servers or in a private cloud for sensitive documents; defined in the project. |
Industries
Where this use case is typical.
- Real estate
- Trades & building services
- Accounting & fiduciary
- Manufacturing
- cross-industrythe workflow is not tied to a single industry
Standard approach
How a trial run (pilot) can start.
The pilot does not cover the whole process straight away. We pick a clearly defined part, set approvals and success criteria and test it with real data and the people who work with it. This approach is the same for every use case.
- Choose a processA clearly defined part of the workflow that takes up time today and can be measured.
- Clarify data and systemsWhich data, which interfaces, which permissions – and what is missing.
- Implement a defined workflowWith defined approvals and success criteria, not the whole process at once.
- Measure in real operationWith real data and the people who work with it; then expand or stop.
Related use cases
Related pages.
Frequently asked questions
Frequently asked questions: documents & contracts
Which document types work?
It depends on layout, quality, language and the extraction you need. We test it with real examples.
Can the AI assess contracts legally?
It can structure content and prepare notes, but it does not replace a qualified legal review.
Are originals changed?
Original files should be kept unchanged, and extracted data versioned separately.
Which companies is this use case suitable for?
Companies with many similar documents – contracts, reports, forms, delivery notes – whose content is typed up or searched for by hand today.
Next step
Check this task for your business.
Describe your current workflow in two sentences. We check the benefit, data situation, integration effort and risks and show whether a product, a solution building block or a custom solution makes sense.