Automating processes with AI – Connecting data, people and systems

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How it flows

From a single request to a process that runs end to end

Reads documents, checks data across systems and routes the work by your rules.

Inputs

Email, forms
PDFs, spreadsheets
Internal software
Internal requests

AI Workflow Automation

Reads, checks and routes

Clean data
Files, draft quotes
Sent for approval
Processing log

Outcomes

Financial and commercial decisions still need a human approver.

Capabilities

In-depth capabilities

  1. 1

    Read and extract data from documents

    The AI helps process emails, PDFs, forms and spreadsheets to identify the fields you need. The data is standardized before it moves to the next step.

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    Limits & controls: Missing, conflicting or uncertain fields have to be flagged for staff to check.

  2. 2

    Reconcile data across systems

    The system looks up product codes, orders, customers or records in the software it has been granted access to.

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    Rule-based checks catch mismatched information before processing continues.

  3. 3

    Create records and coordinate work

    Once the data is valid, the system prepares request tickets, draft quotes, proposal records or internal tasks.

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    Each record has a specific status and owner, so your business knows where the work stands.

  4. 4

    Set up approval workflows

    Your business configures approval steps by department, request type or transaction value. The authorized person reviews the record and requests changes, approves or rejects it.

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    Limits & controls: The AI does not approve financial or commercial decisions on its own without a clear permission scheme.

  5. 5

    Track progress and keep a processing log

    The system records when a request arrived, each status change, who acted and the outcome of every step.

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    When something goes wrong, your business can see where the record stopped and who needs to act.

Workflow

How AI Workflow Automation works

  1. 01A request comes in
  2. 02The AI reads and standardizes the data
  3. 03The system checks the rules
  4. 04A record is created
  5. 05It goes to the person in charge
  6. 06Approval
  7. 07The permitted steps are carried out
  8. 08The handling history is stored

Each process needs its own review of input data, exceptions, access rights and the systems to integrate.

Scope

Processes worth reviewing for automation

  • Sales

    Taking quote requests, matching products, preparing records.

  • Accounting

    Receiving documents, checking data fields, routing for approval.

  • HR

    Onboarding, equipment handover, internal requests.

  • Procurement

    Collecting proposals, checking information, routing for approval.

  • Operations

    Classifying requests, assigning work, tracking status.

Who it fits

Businesses that fit process automation

  • Businesses with cross-department processes
  • Teams handling many documents and forms
  • Distribution and manufacturing businesses
  • Organizations with several approval steps
  • Businesses running many disconnected tools

The first step is usually to pick the most time-consuming process and review that one first.

An Phát — Từ một yêu cầu mua hàng đến quy trình xử lý tự động giữa nhiều bộ phậnReal case studyAn Phát — Từ một yêu cầu mua hàng đến quy trình xử lý tự động giữa nhiều bộ phậnAI tiếp nhận yêu cầu mua hàng, đọc tài liệu, đối chiếu sản phẩm, chuẩn bị báo giá nháp và chuyển hồ sơ đến người phê duyệt — nhân viên giữ quyền xác nhận giá.View case study

Other solutions

Services overview

Frequently asked questions

Does the AI approve records on its own?＋

No. The AI prepares the data and the record, while approval rests with the people your business has authorized, especially for financial or commercial decisions.

Is the data read from documents accurate?＋

Missing, conflicting or uncertain fields are flagged for staff to check before the record moves on, rather than going straight into the system.

Do we have to replace the software we use?＋

Not necessarily. The solution aims to connect the systems you already have through an API or another permitted method; the scope of integration is defined during the review.

Which process should we start with?＋

Usually one that repeats often, has clear input data and takes a lot of manual time — for example taking quote requests or processing accounting documents.

Review the processes costing you time and find where AI can automate

Share one specific process and the systems you use so Naventic can propose a step-by-step approach.

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