Smart document ingestion
Documents arrive by email, upload, or API. The system classifies the document type, extracts structured fields at 95%+ accuracy, and routes low-confidence extractions to a human reviewer before the data touches your system.
Service · Regulated Back-Office
Regulated Back-Office. Documents 10x faster, compliance built in.
Smart document ingestion, checked by a person, for regulated industries. Built for dental chains, insurance brokers, accounting firms, and legal practices.
Fixed price · Private AI model option available · EU data residency
Sound familiar?
Compliance is mandatory. Manual review cannot scale.
A dental chain processing 200 patient intake forms per day assigns 1.5 FTE to data entry. An insurance broker receives 80 claim documents before noon. An accounting firm manually keys invoice data from 300 PDFs per week. In each case, the same constraint: a person reads a document, types what it says, and moves on. The error rate follows.
Regulated industries cannot cut corners on accuracy. A misread diagnosis code, a transposed policy number, an incorrect VAT entry. Each carries real liability. So companies add checkers. Checkers who check the checkers. The headcount grows. The throughput does not.
The alternative is not replacing your compliance team. It is giving them 20 documents to review instead of 200. The AI handles extraction. The human handles exceptions. The audit trail covers both.
The Reframe
AI extracts. A person confirms. Your audit trail covers both.
Checked by a person
Reviewers see the original document alongside the extracted fields. One click to confirm, one click to correct. Every decision is logged. Correction patterns feed back into the model over time, raising accuracy without retraining from scratch.
Private AI model and EU hosting
For regulated data, we deploy the model on your infrastructure or our EU-only Hetzner servers. No document leaves the jurisdiction you specify. GDPR-compliant by design, not by policy.
Stack: Claude or Mistral for extraction, depending on your data classification requirements. EU hosting on Hetzner (DE/FI). Full audit trail exportable as CSV or JSON. No US data transfers.
How it works
From kickoff to production in 4 weeks.
- 01 Week 1
Discovery and document review
We catalog your document types, extraction fields, accuracy requirements, and compliance constraints. We define what the AI handles and what always goes to human review.
- 02 Week 2
Build the document intake system
The extraction system is built and tested on 200 real documents from your archive. Accuracy is measured against your ground truth. We set the confidence threshold that triggers human review.
- 03 Week 3
Review screen and system integration
The review interface goes live for your compliance team. We connect the output to your existing system, whether ERP, practice management software, or a custom database. Your team runs a full week on real documents.
- 04 Week 4
Training, handover, and 30-day support
Your team runs independently. We monitor accuracy, handle edge cases, and deliver written operating instructions. Thirty days of async support included. The code and the model weights belong to you.
Pricing
Transparent pricing. Agreed before we start.
- One-time setup
- €3.000 - €8.000 (document variety and integration complexity)
- Per-location retainer
- €250 - €500 per month per location
- Group retainer
- €1.000 - €3.000 per month (3+ locations or high document volume)
- Included
- Code ownership · audit trail · review screen · monthly accuracy review · operating instructions
- AI API costs
- Passed through at cost, no markup. A private AI model avoids these entirely.
Exact scope is set on the intro call. You get a fixed number before you commit to anything.
How we would approach it
What this could look like in a clinic buried in paperwork.
Example approach · not a client result
Picture a clinic where staff type patient forms, referral letters and insurance approvals into the practice system by hand, and a second person checks their work.
We would build a system that sorts each incoming document, reads out the patient, diagnosis and insurance details, and fills them in for a person to confirm. Anything unclear, and any document type it has not seen before, goes straight to a person. Every step is recorded, so you can always show who approved what.
We start with one type of document and a sample of your real paperwork, at a fixed price. You see how well the system reads your documents before you decide on anything bigger.
FAQ
Common questions
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Private deployment adds €2.000 - €4.000 to the setup cost for model hosting configuration. It eliminates ongoing API costs entirely. For high-volume regulated environments it typically pays back within 6 months.
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We set the threshold during the discovery week based on your compliance requirements. Typically 92-95% confidence. Everything below that threshold goes to human review before touching your system. You control this number.
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The person reviewing catches it before it enters your system. The correction is logged, attributed to the specific document and field, and feeds back into the model's training data. Wrong extractions improve the model. They do not reach your records.
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EU hosting only. No US data transfers. Data processing agreements provided as standard. For health data (GDPR special category), we default to a private AI model or model providers under EU jurisdiction. You retain full data controller status.
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Yes. The system is built for multiple locations from the start. Each location has its own document queue and reviewer interface. Pricing scales per location with group discount at 3+ locations.
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Hetzner infrastructure in Germany and Finland. No US data transfers. For stricter requirements, a private AI model deployed on your own servers or a dedicated Hetzner instance in your jurisdiction.
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Yes. Full audit trail exports as CSV or JSON: document received, fields extracted, confidence scores, reviewer decisions, timestamps, user IDs. Compatible with most compliance reporting requirements.
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Yes. A short paid discovery (from €900) runs the extraction on 50 real documents from your archive and delivers an accuracy report and scoped recommendation. You see the extraction quality before committing to setup.
Tell us what needs building
Fixed price. EU hosting. Code you own. Compliance built in.