Workflow Agent
When the document is the trigger for a longer process: approvals, status changes, follow-ups across systems.
See Workflow AgentAI document intake for invoices and forms. Invoices in. Approved records out.
Document Intake is Webaroo's AI for invoice processing and document intake: it reads invoices, contracts, and forms, pulls the fields you need, checks them, and puts each record in a review queue. Approved records post to the systems you already run.
Ask Roo: Could AI read our invoices and forms so my team only approves them?
Invoice / Checked against the PO / Review queue / Posted
- Built for
- Any team that keys documents by hand: accounts payable (AP) at manufacturers and distributors, freight audit at brokers and 3PLs, contractors, insurance claims intake, loan document review, clinic back offices, CPA firms
- Time to live
- Timeline quoted on a call
- How it is priced
- A fixed fee for a defined scope, quoted on a call, then a monthly Run plan from go-live
- Pairs with
- Workflow Agent, Knowledge Agent, AI Assessment
Every field checked. Every post on the record.
It reads documents where they already land, checks the fields, and puts each record in a review queue. Approved records post to the systems you run.
Read where documents already land
Invoices, contracts, forms, pay applications. From a watched inbox, a shared folder, or an upload link. PDF, scan, or photo.
Inbox “Attached are this week’s invoices. Two are scans from the job site.”
Fields checked before anyone sees them
Totals add up, vendor matches your list, dates make sense, the PO exists. Each field carries a confidence score your team can see.
Inbox “Please process the attached invoice against the open PO.”
A review queue, not a black box
Every record shows the source page, the fields, and the confidence. Approve, edit, or reject in Slack, Teams, or a web queue. Below the threshold you set, nothing posts without a yes.
Inbox “The total on this one looks off. Can someone check it before it posts?”
Posted to the systems you run
Approved records land in the accounting, ERP, or line-of-business system you already run, through the API where one exists. Your IT team grants each connection.
Inbox “Approved. Please post it to this month’s payables.”
An audit trail per document
Received, extracted, who or which rule approved it, where it posted, when. Searchable. Exportable. Nothing happens off the record.
Inbox “Can you send me who approved this invoice and when?”
Examples are illustrative
What ships, and what we keep accurate.
The pipeline is the part your team sees. The accuracy checks and the reconciliation keep it right when a vendor changes a layout.
You get
Delivered by go-live.
- The intake pipeline live on your inbox, folder, or upload link, with an extraction schema per document type
- The review queue in the tool your team already uses, with approve, edit, and reject on every record
- Approved records written to the accounting, ERP, or line-of-business system you already run, with a logged confirmation for each one
- Exception routing: low-confidence fields and unknown document types go to a person with a reason attached
- A report: volume, auto-approved share, exceptions, and time per document
We run
Every month, for as long as it is live.
- A watch on queue depth and exceptions
- A check of field accuracy against your team's corrections, with schema fixes when a vendor changes a layout
- Reconciliation of posted records against the source system
- Threshold changes when you want more or less auto-approval
- Invoice total did not match the line itemsRead as the subtotal. Corrected to the full amount after tax.Corrected
- Lumber supplier invoice, PO matchedEvery field high confidence. Posted to accounts payable. Approved.Approved
- Unknown document type in the inboxSent to the AP lead with the reason attached. Handoff.Handoff
Live, starting from your samples.
Step one collects samples and writes the schema. Step two runs extraction on them, step three posts the first live records, and step four is the switch-over.
Step 1
Sample and schema
You send a sample of real documents. We agree the fields, the validation rules, and the confidence thresholds in writing. We get access to the destination system and pick where your team will review.
Step 2
Extraction on your sample
We build extraction and validation on the sample and measure accuracy per field. The review queue goes live in shadow mode. Your team sees records. Nothing posts.
Step 3
First live posts
Approved records post to the destination for one document type. Your team keys the rest as before, so nothing is entered twice. Exceptions route to a person.
Step 4
Switch-over
Every agreed document type moves over and your team stops keying. Auto-approve thresholds are set from the shadow run. You get the runbook.
How it is priced
A fixed fee for a defined scope, quoted on a call once we know your document volume and the systems that receive the records. After go-live, our support and maintenance team runs it on a monthly Run plan. No hourly billing.
Documents in first, and then the work they start.
A document is usually the start of a longer job. Each of these picks up what the record sets in motion.
Knowledge Agent
When your team needs to ask questions of the contracts and forms after they are filed, not only extract from them.
See Knowledge AgentAI Assessment
When you are not sure document handling is the first thing to fix. Ten days, one plan.
See the AI AssessmentOne document, from arrival to posted record.
The same pipeline, three businesses. Pick one and follow a document from the inbox to the system that receives it.
Subcontractor pay application, 4 pages
- SubcontractorElectrical subHigh
- JobLot 12, Job 2207High
- Amount this periodWithin contract balanceHigh
- Retainage held5 percentMedium
Review queue
- Pay app 4, electrical sub, retainage checkNeeds review
- Pay app 2, framing sub, matches contractApproved
- Lien waiver, concrete supplier, signedPosted
01Request
A pay application lands on Friday
The subcontractor emails a four-page pay application to the AP inbox. The pipeline picks it up, reads it, and recognizes the document type.
02Knowledge
It knows the subcontract
Contract value, retainage rate, and prior payments come from the job sheet and the signed subcontract on file. The pipeline checks this period's amount against them.
03Action
It prepares the bill and flags one field
The bill is prepared with the job code attached and waits in the queue. The pay app holds 5 percent retainage. The subcontract says 10 percent. That field is flagged.
04Handoff
The project manager decides
A card arrives in Slack with the page, the fields, and the flag. The PM changes retainage to 10 percent and approves, and the bill posts. The correction is logged and feeds the next accuracy check.
Carrier invoice with proof of delivery attached
- Load numberLD-77312High
- CarrierCarrier on fileHigh
- Invoice totalAbove rate confirmationMedium
- Proof of delivery signedYes, 09/24High
Review queue
- LD-77312, carrier on file, total above rate confirmationNeeds review
- LD-77298, second carrier, matches rate conApproved
- LD-77240, carrier on file, bill postedPosted
01Request
A carrier invoice arrives with the POD
The carrier emails an invoice with a signed proof of delivery attached. The pipeline reads both and links them to the load number.
02Knowledge
It knows the rate confirmation
The agreed rate, accessorials, and the delivery date come from the TMS record and the rate confirmation on file. The pipeline compares the invoice to them line by line.
03Action
It matches or flags
Invoices that match the rate confirmation and have a signed POD are prepared as bills ready to pay. This one bills above the agreed rate with no accessorial noted, so it is held.
04Handoff
The ops lead handles the exception
The card in Slack shows the invoice, the rate confirmation, and the difference. The ops lead approves a detention charge or rejects with a reason that goes back to the carrier. Either way, the decision is logged.
First notice of loss (FNOL) by email, with photos and a repair estimate
- Policy numberMatched to an active policyHigh
- Date of lossInside the policy periodHigh
- Loss typeWater damage, back roomHigh
- Estimate totalBlurred on the scanCheck
Review queue
- Water damage claim, estimate total unclearNeeds review
- Auto glass claim, every field readApproved
- Wind damage claim, sent to the property deskPosted
01Request
A first notice of loss lands at 6:10 a.m.
A store owner emails the claims inbox: a pipe burst in the back room overnight, with six photos and a contractor's repair estimate. The pipeline splits the email into documents and reads each one.
02Knowledge
It knows the policy and the claim rules
The policy number is matched to an active policy in the claims system, and the date of loss falls inside the policy period. The claim rules your team wrote say which loss types go to which desk.
03Action
It prepares the claim record and flags one field
The record waits in the review queue with the loss type, the date, and the photos attached. The total on the repair estimate is blurred on the scan, so that field is flagged.
04Handoff
The claims assistant confirms, the adjuster decides
The claims assistant reads the total from the estimate's first page and approves the record. It posts to the claims system and goes to the adjuster on the property desk. Coverage and payment stay with the adjuster.
Built for hand-keyed work. Read, checked, and posted.
Any team that keys documents by hand: accounts payable (AP) at manufacturers and distributors, freight audit at brokers and 3PLs, contractors, insurance claims intake, loan document review, clinic back offices, CPA firms.
Industries
- Manufacturing and distributionOrders read, not re-keyed. Invoices matched before you pay.
- Logistics and freightEvery quote request answered. Every carrier invoice matched.
- InsuranceThe underwriter gets a clean file, not an inbox.
- Construction and field servicesThe paperwork keeps up with the job.
- Banking and financial servicesLoan files checked on arrival. Every approval on the record.
- Healthcare operationsPrior authorizations tracked. Intake ready before the visit.
- Electronics manufacturingSupplier quotes side by side. The award stays with your team.
- Professional servicesYour people review the file. The agents build it.
Playbooks
- Document intake automationDocuments arrive by email, upload, and scan, and a person retypes them into the accounting system, the spreadsheet, and the tracker.
- AI for construction firmsChange orders, pay applications, and lien waivers arrive as PDFs, phone photos, and email threads.
- Approval gates for AI actionsAn agent that can write to your systems is a liability the moment it is wrong, and in a finance team it is wrong in front of an auditor.
Asked before the first invoice. Answered in plain words.
If yours is not here, ask it on the 15-minute call.
Intelligent document processing is software that reads documents and turns them into checked records. Webaroo's Document Intake does it for invoices, contracts, and forms: it reads them from a watched inbox, a shared folder, or an upload link, pulls the fields you need, and checks them against your rules. Each record goes to a review queue, and approved records post to the systems you already run.
Vendor invoices, subcontractor pay applications, lien waivers, carrier invoices with proof of delivery, claim documents and repair estimates, loan documents, intake forms, and most other documents with a repeatable structure. We agree the document types and the fields for each one in writing at the start.
Only if you allow it. Records above a confidence threshold you set in writing can post on their own, and you can set that threshold so a person reviews every record. Every post is logged with the source page, the fields as posted, and the person or rule that approved it.
It writes to the accounting, ERP and line-of-business systems you already run, through the API where one exists. Your IT team grants each connection, the connection method is confirmed in writing during the assessment, and by default every write waits for a named approver.
Document Intake routes it to a person with a reason attached, such as low confidence on a field or an unknown document type. Nothing is guessed and posted. Your team's correction feeds the accuracy check.
A fixed fee for a defined scope, quoted on a call once we know your document volume and the systems that receive the records. After go-live, our support and maintenance team runs it on a monthly Run plan. There is no hourly billing.
Why we don't bill by the hour
Start with the documents you key by hand. A straight answer first.
Document Intake fits a business whose first problem is documents keyed by hand.
Book 15 minutes with Connor