AI-Powered Document Scanning & Data Extraction System

The Result

• 90% Time Reduction: Document processing dropped from 15-20 minutes to under 2 minutes per document

• 10+ Hours Saved Weekly: Staff redirected time to high-value business activities

• 100% Document Processing: No more backlog, every document gets processed within minutes of upload

• Improved Data Quality: Consistent, complete information captured every time

Removed all the copying and pasting form documents to CRM

The client now processes their monthly document volume in less than 1 hour instead of 10+ hours, while achieving better accuracy than manual methods ever provided.

The Challenge

• Staff spending 10+ hours monthly on data entry instead of core business activities

• Manual typing led to incorrect contact information, dates, and figures

• Documents piling up in Google Drive with no systematic processing

The cumulative time expenditure per applicant approached 15-20 minutes, introducing significant process latency, variability in documentation standards, and a non-negligible risk of human error.

The team was manually processing 40+ documents per month, with each document taking 15-20 minutes to review and enter into their system. This manual process created several problems

The Solution

• Technical Architecture:

  • Google Drive – Serves as the document intake system with automated folder monitoring and structured file organization

  • Gemini AI – Powers intelligent document scanning and data extraction using advanced machine learning algorithms

  • n8n – Orchestrates the entire workflow automation, managing data flow between systems and process logic

  • Airtable – Functions as the central database and CRM, storing extracted data in structured relational format with automated record creation

The cumulative time expenditure per applicant approached 20 minutes, introducing significant process latency, variability in documentation standards, and a non-negligible risk of human error.

We built an automated AI scanning system that transforms how the business handles client's one pagers. The solution creates a seamless pipeline from document upload to database entry, eliminating manual data entry while ensuring accuracy and consistency. Our system searches for specific documents in your Google Drive folders. Extracts relevant information using AI, and automatically populates the existing system with clean, structured data.