Data and document management is a service that involves organization, storage, retrieval, and protection of digital information and physical documents. It encompasses various processes and technologies to ensure efficient handling and control of data and documents throughout their lifecycle.
For most of the services described below, we use customized AI tools to automate processes, significantly reducing costs.
Data Input
Selected AI tools efficiently input data from various sources—paper, forms, and digital files—using methods like OCR and automated capture.
Data Validation
AI verifies the accuracy and completeness of data by comparing entries with source documents and running automated validation checks.
Data Cleaning
AI cleans and formats data, removing duplicates and correcting inconsistencies for uniformity.
Data Conversion
AI facilitates converting data from physical to digital formats and transfers it between software applications.
Data Sorting and Categorization
AI categorizes and organizes data based on criteria, assisting with tagging for easier retrieval.
Database Maintenance
AI tools update and maintain existing database entries, ensuring information is current and accurate.
Data Extraction
AI helps extract specific information from documents for quick entry into systems.
Quality Assurance
AI reviews entered data for accuracy, identifies errors, and ensures quality standards.
Reporting
AI generates structured reports and visual representations, like charts and graphs, from the entered data.
Data Security and Confidentiality
AI ensures data security through encryption and access controls, protecting sensitive information.
The “Four Eyes Principle,”
supported by selected AI tools, ensures two individuals review and approve critical actions for enhanced security.
Approval Process
AI tracks actions, mandating that tasks like financial transactions require approval from at least two authorized individuals.
Review and Verification
AI automates initial workflows, prompting the second person to review tasks and minimizing errors through anomaly detection.
Document Checking
AI cross-references transaction details with supporting documents to ensure accuracy during verification.
System Access Control
AI manages access requests and notifies a second authorized individual to approve or deny access, reducing unauthorized use risks.
Configuration Changes
AI analyzes proposed IT changes for compliance with security standards, providing insights before the second individual approves implementation.
Policy and Procedure Compliance
AI checks actions against established policies and alerts the second reviewer to compliance issues.
Error Detection and Mitigation
AI enhances error detection by flagging potential mistakes and discrepancies for review before approval.
Context
Our Swiss client utilizes a cloud-based accounting platform for their bookkeeping and maintains multiple bank accounts with PostFinance. Accurate and timely recording of bank statements in the accounting system is a critical component of effective cash management. Currently, this process is performed manually: an accounting clerk downloads the bank statement from the e-banking system in CSV or Swiss-standard formats (camt.053/camt.054), uploads it into the cloud accounting tool, and manually assigns the transactions to the appropriate accounts in the general ledger, customer ledger, or AP ledger.
Proposed Solution
To optimize this workflow, we propose the implementation of a intelligent automation solution to fully automate the bank statement integration and reconciliation process. The robot will:
Post all remaining transactions appropriately to the general ledger in accordance with the organization’s accounting structure.
Reconcile the closing balance recorded in the accounting system with the bank statement balance.
Upon completion of the reconciliation, the robot generates a verification report highlighting any discrepancies, which are then routed to the accounting team for manual validation.
At month-end, a comprehensive reconciliation report is delivered to the accounting department. This includes monthly bank statements, detailed reconciliation to the general ledger, customer ledger, and AP ledger. All supporting documents are archived in a secure repository for audit and compliance purposes.
Key Benefits
Up to 80% reduction in processing time and a significant decrease in error rates.
Human oversight limited to exceptions – typically fewer than 10% of transactions.
Reconciliation backup and bank statement copies are automatically archived as PDF files for audit readiness and future reference.
Systems Automated
Context
Our client distributes a wide range of wood products—including pallets, crates, and building and truss materials—across nearly all states in the U.S. Currently, the invoicing process is manual: invoices are created based on “completed load” reports from the dispatching system (Aljex) and sent to customers via email along with supporting documentation.
This manual workflow is time-intensive and prone to delays and errors. Moreover, data from the dispatching software (Aljex) must be manually reconciled with the accounting system, significantly increasing administrative workload.
Proposed Solution
To streamline operations and reduce manual effort, we implemented an automation solution using n8n, a flexible, cost-effective, and easily deployable automation platform. Key components of the solution include:
Key Benefits
Systems Automated
Initial context
Our client processes between 80 and 100 invoices each month as part of their standard billing operations. The current process involves manually retrieving data from Abacus system (including billable hours, payroll counts, and fixed fees), preparing individual invoices in Excel, posting them into the Sage accounting system, and emailing them to clients. This repetitive and manual process consumes two full working days each month, carries a high risk of human error.
Proposed Solution
To streamline and optimize this process, VirtuDesk proposed the implementation of an attended solution that automates the end-to-end invoice workflow while maintaining human oversight at key control points. The robot will:
Key Benefits
The automation reduced manual effort by up to 80%, cutting the invoicing process from two full working days to just a few hours per month. It ensures improved accuracy and consistency, as all key actions are logged and reconciled. Human oversight is focused on reviewing discrepancies and validating outputs, allowing staff to shift attention to more strategic tasks. Additionally, the solution is fully scalable and audit-ready, with all documents and reports archived for compliance and future reference.
Systems Automated