Document handling that runs across every function in the business
Most enterprises handle millions of documents a year — invoices, contracts, claims, certificates, applications, forms — across many departments and many systems. Primo's document workflows handle classification, extraction, validation, and routing across all of them, on infrastructure that stays inside the customer's environment.
Documents are where the work actually enters the systems
Almost every business process starts or ends with a document — and that document usually arrives in a form designed for humans, not for systems. PDFs scanned at different angles, Word files attached to email, broker forms with handwritten fields, structured forms with unstructured comments boxes, marketplace exports in inconsistent layouts. The bridge between the document and the system of record is where a meaningful share of back-office cost ends up.
The work itself is the same across departments. Documents arrive through email, portals, scanners, or shared folders. They need to be classified by type, extracted into structured fields, validated against reference data and business rules, and posted to the right downstream system. Departments differ in volumes, document types, and downstream destinations — but the workflow shape repeats.
Primo's document AI runs inside the customer's environment, on infrastructure separated from the public internet. See deployment architecture →
Typical document workflows we automate
Each pattern below is a recurring scenario across our document-workflow deployments. The focus here is what gets automated and how — typical outcomes across all patterns are aggregated in the section below.
- 01
Inbound document ingestion across channels
Documents arrive through email, scanners, broker and supplier portals, shared folders, e-signature platforms, and customer-facing forms. Most of the initial work is just collecting them, naming them consistently, and getting them into a system where the next step can start.
What Primo automates
- Polling of email mailboxes, shared folders, and portal channels
- Capture from on-premise scanners and multi-function devices
- Standardized renaming and metadata tagging
- Deduplication against prior submissions
- Routing into the right downstream queue or repository
- 02
Classification and field extraction
A single inbox might contain invoices, contracts, claims forms, certificates, statements, and inbound correspondence — each requiring different downstream handling. Classification has to be accurate before extraction makes sense, and extraction has to handle the long tail of unusual layouts.
What Primo automates
- Document classification across configured categories and sub-types
- Field extraction for structured, semi-structured, and unstructured documents
- Handwriting and signature handling where required
- Confidence scoring and routing of low-confidence cases for human review
- Continuous improvement of extraction models from human corrections
- 03
Validation against reference data and business rules
Extracted fields rarely go straight into a system of record — they need cross-checks against master data, contract terms, regulatory rules, and prior records. Validation typically catches duplicates, format errors, business-rule violations, and missing data before they become downstream incidents.
What Primo automates
- Cross-checks against master data, contract repositories, and reference tables
- Business-rule validation against process-specific logic
- Duplicate detection against historical submissions
- Exception routing for cases that fail validation, with full context attached
- Auto-approval of cases that pass all rules within configured thresholds
- 04
Routing and posting to systems of record
After validation, documents and the structured data they carry need to land in the right downstream systems: ERP for invoices, claims systems for claims, contract repositories for contracts, regulatory archives for filings. Each posting is usually system-specific.
What Primo automates
- Posting to ERP, claims, contract, and case-management systems
- Multi-system posting for documents that need to land in several places
- Archive routing with full metadata for compliance and audit
- Acknowledgement handling and exception routing for failed postings
- Status visibility back to the originating channel
- 05
Audit-ready document trails
Every action on a document — receipt, classification, extraction, validation, decision, posting, archival — has to be reconstructable for compliance and audit. Without an explicit audit layer, this work either doesn't happen or is added on top later at significant cost.
What Primo automates
- Audit logging of every action and every change applied to a document
- Version preservation of source documents and extracted data
- Linkage between documents, decisions, and downstream postings
- Audit-package assembly on demand for internal or external review
- Retention and disposal handling against configured schedules
What teams running document workflows typically see
Aggregated ranges based on industry RPA and document-AI benchmarks and Primo's deployments across banking, insurance, oil & gas, public sector, and back-office shared services. For customer-attested numbers from individual deployments, see customer stories →
Reduction in document processing time
In document-heavy workflows. Depends on document mix and layout variance.
Drop in extraction and validation errors
After stabilization, with rules and models tuned.
Throughput improvement on document handling
Per document, comparing automated workflow to manual baseline.
Reduction in cost-per-document handled
For automated workflows across ingestion, extraction, validation, and routing.
Ranges synthesized from industry analyst research and published RPA and document-AI benchmarks across enterprise document-handling operations. Individual deployment results depend on baseline maturity, process scope, and integration complexity.
Document-workflow deployments typically integrate with email and shared-folder channels, document management and electronic archives, business systems of record (ERP, claims, contract management, case management), e-signature and portal channels, and regulatory and audit repositories.
Built on AI Server·Orchestrator·Robot. For deployment topology, OCR and NLP capability, and audit posture, see architecture.