Incoming documents,processed automatically.
Invoices, orders and forms land in SharePoint and other systems every day, and someone has to open, read, retype and file each one. We automate that work: an internal GPT reads each document, Azure Function Apps check it against your rules and Power Automate moves the data on, with a Power App for the cases that need a person.
- Your own Microsoft environment
- SharePoint, Power Automate, Power Apps, the Function Apps and the database are set up in your own Microsoft 365 and Azure environment.
- Tested by your own users
- User acceptance testing by the people who handle the documents decides when the solution goes live.
- Senior support after go-live
- During hypercare, the senior experts who built the solution stay available to answer questions and resolve issues.
The problem
Every document still waits for a person
Documents arrive in SharePoint folders all day, and each one waits until someone has time to open it, read it, type the details into another system and file it. When volumes rise or a colleague is away, the queue grows and every process that depends on those documents slows down.
Common symptoms
Details are retyped from PDFs into other systems by hand
SharePoint folders fill up with files nobody has processed yet
Nobody can say which documents are still open, or who has them
What this costs you
The month-end close waits for the last documents to be processed
Typing errors reach the numbers that finance and management rely on
Skilled people spend their days copying and filing instead of checking and deciding
How document automation works
From incoming document to usable data
Every solution follows the same three stages, built on Microsoft services in your own environment. Documents are read, the data is checked and stored, and the result moves on to the next step, with a person involved wherever a decision needs one.
Read and index
Focus
New documents are picked up as they arrive, in SharePoint, OneDrive or another system you already use. An internal GPT reads each one, and the documents are vectorised so AI can search them.
Key outputs
Connections to the systems where your documents arrive, document reading set up for your document types, and a vectorised document index.
Check and store
Focus
Azure Function Apps apply your business rules to the data read from each document and record the outcome, so every document has a known status.
Key outputs
Function Apps with your validation rules, and a PostgreSQL database holding the extracted data and the status of every document.
Review and pass on
Focus
Power Automate flows move documents and data to the next step in your process. A Power App shows your team the documents that need a decision, so people handle the exceptions, not every file.
Key outputs
Power Automate flows, a Power App for review and approval, and handover documents.
Capabilities
What we deliver
The building blocks of every Document Automation solution, set up for your documents and rules, and documented at handover so your team can run them.
Intake from your existing systems
New documents are picked up where they already arrive, such as SharePoint, OneDrive or another system you run, standard or custom-built. Where no standard connector exists, we build one.
Reading with an internal GPT
An internal GPT, or another AI model of your choice, reads each document and captures the details your process needs.
Vectorised documents
Documents are turned into vectors, so AI can search them and find related files.
Azure Function Apps
Custom functions apply your rules, check the data and record the outcome for each document.
PostgreSQL results store
Extracted data and document status are kept in one database, ready for reporting and follow-up.
Power Automate and Power Apps
Flows move documents and data on, and an app gives your team one place to review and approve.
Where it creates value
Who benefits most
Practical value for the teams that carry the most complexity.
Finance
Finance teams processing supplier invoices and other financial documents under month-end pressure.
- Invoice details read and checked automatically instead of retyped
- Documents that need a decision go to a reviewer in a Power App
- Every document has a visible status, so the close does not wait on an unknown backlog
Operations
Operations teams handling orders, delivery documents and forms every day.
- Incoming documents recognised by type and sent to the right next step
- The same rules applied to every document, in every team
- Exceptions flagged for a person instead of left in a folder
Project and programme offices
Project offices managing contracts, change requests and budget documents across many projects.
- Key details from project documents captured in one database
- Budgets and commitments read from documents, not copied by hand
- One place to see which documents are still open
Data and BI teams
Data teams that need the content of documents as structured data for reporting and AI.
- Document data in a PostgreSQL database, ready for reporting
- Vectorised documents that AI can search
- One source for document data instead of copies in spreadsheets
IT and Microsoft 365
IT teams responsible for SharePoint, the Power Platform and Azure.
- Built on Microsoft services you already manage
- Function Apps, flows and the app documented at handover
- Senior experts available after go-live while your team takes over
Less relevant if...
Document Automation is probably not the right first step when:
- Only a handful of documents arrive each month, so handling them by hand costs little
- You mainly need people to find existing files, which AI Document Search covers
- Your data comes from systems or devices rather than documents
How it works
A practical delivery approach
Every engagement follows a clear path from diagnosis to delivery and handover.
Scope
We gather requirements on site with the people who handle the documents today: which documents arrive, what has to be read from them, which rules apply and where the data has to go.
Agreed scope, document types and rules, and a plan in phases.Design
We design the route from intake through reading, checking and review, the data model in PostgreSQL, and the points where a person decides.
Solution design, data model and agreed review steps.Build and test
We build the Function Apps, the document reading and index, the Power Automate flows and the Power App, and test every step on example documents as we go.
Working automation in your environment, with its tests.Acceptance
Your users test the solution against their own documents and daily work. It goes live once they accept it.
User acceptance test results and a go-live decision.Hypercare and handover
After go-live, senior experts stay readily available to answer questions and resolve issues while your team takes over the daily running.
Handover documents, and support under an SLA if you want it.
Proof & trust
Results that speak for themselves
Your own Microsoft environment
SharePoint, Power Automate, Power Apps, the Function Apps and the database are set up in your own Microsoft 365 and Azure environment.
Tested by your own users
User acceptance testing by the people who handle the documents decides when the solution goes live.
Senior support after go-live
During hypercare, the senior experts who built the solution stay available to answer questions and resolve issues.
Example engagement
What it looks like when it works
How an engagement like this typically runs. An illustration, not a client result.
Context
Example: the finance department of a large organisation, where supplier invoices arrive as PDFs in a SharePoint folder and their details are retyped by hand.
Challenge
Invoices wait in the folder until someone has time to open them, read the details and retype them. At month-end that backlog decides when the books can close, and nobody can see which invoices are still open.
Solution
SolvX scopes the process on site with the finance team, then builds the automation in the client environment: an internal GPT reads each invoice, Azure Function Apps check the details against the agreed rules and store them in PostgreSQL, a Power App shows the team what needs review, and Power Automate flows pass approved invoices on. Users test the solution before go-live, and senior experts stay available during hypercare.
What you get
Invoice processing flow
Invoices picked up from SharePoint, read by an internal GPT and checked by Azure Function Apps against the agreed rules.
Review app
A Power App where the finance team checks, corrects and approves the invoices that need a person.
Handover documents
Documentation of the flows, functions, database and app, so the client team can run and change them.
Context
Example: an operations department that receives orders, delivery documents and forms from many outside parties, all saved to SharePoint and sorted by hand.
Solution
SolvX builds a flow that reads each new document with an internal GPT, recognises its type, stores the key details in PostgreSQL and routes it to the right team with Power Automate. The documents are vectorised, so related files can be found later.
What you get
Document classification flow
New documents recognised by type and routed to the right team automatically.
PostgreSQL document store
One database holding the key details and status of every processed document.
Acceptance test results
The outcome of user acceptance testing by the operations team, as the basis for go-live.
Frequently asked questions
Your questions, answered
Documents that arrive regularly and follow a recognisable pattern, such as invoices, orders, contracts and forms. During scoping we look at your real documents with the people who handle them and agree which types go into the first phase.
Access to the systems where the documents arrive (for example SharePoint or OneDrive), a set of real example documents, the rules your team applies today, and time from the people who do the work, for scoping on site and for user acceptance testing. A process owner who can take decisions keeps the work moving.
Where a decision needs one, yes. The Power App shows your team the documents and data that need a check or an approval, so people handle the exceptions instead of every file. Which steps need a person is agreed in the design, before anything is built.
The build is bought as fixed-price phases, agreed after scoping, and each phase ends with live results, a demo and handover documents. After hypercare, support can continue under Managed Services, as an SLA or a subscription, and further changes can be bought by the hour. The price follows from the scope, so we set it once we know your documents and rules.
That depends on how many document types are in scope and where the data has to go. Scoping produces a plan in phases, and the first phase is kept small enough to deliver a working result your users can test.
You own your data, your client-specific code and the documentation. SolvX keeps the rights to its generic building blocks; the contract sets out the details. The flows, the app, the Function Apps and the database are built in your own Microsoft 365 and Azure environment, and the handover documents describe how everything works, so your own team can run and change it.
When only a few documents arrive, when every document needs expert judgement from start to finish, or when the real need is finding existing files rather than processing new ones. In that last case, AI Document Search is the better fit. If your data comes from devices rather than documents, look at IoT & Hardware Integration.
Next step
Where do you want to start?
Pick the path that matches where you are today. Both begin with a conversation.
Ready to stop retyping documents?
Start with a conversation about the documents that take your team the most time. We look at volumes, rules and where the data has to go, and propose a first fixed-price phase with a clear scope.
- Map which documents arrive and what happens to them
- Agree which document types to automate first
- Get a proposal for a first fixed-price phase
No obligation. Typical response within 1 business day.
Start with an assessment
Not ready to commit to a pilot? A 2 to 4 week assessment maps your current state and identifies the highest-value starting point, with no obligation to proceed further.
- Map your current situation and pain points
- Identify 2 to 3 high-value improvement opportunities
- Get a recommended pilot scope and expected outcomes
No obligation. Typical response within 1 business day.
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