Document Management & Back-Office Automation
Turn document management from a bottleneck into a seamless, error-free process. Evolus reads, extracts, processes and archives your documents — automatically.
What problems does manual document management cause?
Hours wasted copying data
Your team spends hours every day manually re-entering invoices, forms and contracts into Excel spreadsheets or ERP systems. Time stolen from work that actually creates value.
Documents that go missing
Files saved on someone's desktop, poorly archived emails, attachments forgotten in the wrong folder. Finding a document becomes a treasure hunt.
Slow processing and growing backlogs
When dozens of invoices or requests arrive in a single day, the back-office struggles to keep up. Urgent tasks pile up and response times grow longer.
Inevitable transcription errors
Manual data entry brings mistakes: transposed digits, missing fields, wrong dates. Every error takes time to find and fix.
No standard process in place
Each operator handles documents their own way: different file names, different folders, different formats. The result is chaos and an inability to audit anything.
Scattered and inaccessible archives
Documents are spread across emails, shared folders, personal drives and management systems. There is no single, reliable source of truth.
How does Evolus work for document management?
Intelligent and adaptive OCR
Evolus extracts data from any document — invoices, contracts, forms, receipts — using the most appropriate method for each case: structured recognition for standard layouts, generic OCR for non-uniform documents, visual interpretation for complex cases. The output is always clean, ready-to-use data.
Structured extraction to JSON and CSV
Every document is transformed into structured data: header fields, line items, totals, dates and references. The data is sent directly to your ERP, saved to a database or forwarded via webhook.
Batch processing of multiple documents
Evolus processes dozens or hundreds of documents in parallel simultaneously. Upload a folder of invoices and get all extracted data back in minutes, not hours.
Automatic document generation
Evolus creates finished documents from data: PDF invoices with company letterhead and sequential numbering, Excel files with formulas and tables, Word quotes, reports and CSV files ready for import. No template to fill in by hand.
Organised archiving with audit trail
Every processed document is saved with a consistent naming convention and stored in the correct location. Evolus maintains a complete audit trail: who submitted it, when it was processed and what was extracted.
Email-triggered workflows
An email arrives with an attachment: Evolus detects it, starts the extraction, validates the data, updates the ERP and sends a confirmation reply — all without human intervention. Results are delivered via email, Teams or webhook.
How does a real workflow with Evolus work?
The invoice arrives by email
A supplier sends a PDF invoice as an attachment. Evolus intercepts the message as soon as it lands in the dedicated inbox.
OCR and data extraction
Evolus analyses the document, identifies the layout and extracts all relevant fields: invoice number, date, supplier, VAT number, line items, amounts and totals.
Validation and normalisation
The extracted data is validated: Evolus checks that amounts are consistent, that all required fields are present and that formats are correct. Any anomalies are flagged.
Excel register updated
Evolus automatically adds a row to the incoming invoice register, updating totals and projections. The file is saved with a timestamp in the name.
Confirmation and archiving
A confirmation is sent to the accounting team with a summary of the extracted data. The original PDF is archived in the correct folder with a standardised name.
Use case: Accounting firm with 400+ invoices per month
An accounting firm handles the bookkeeping for 30 SME clients and receives more than 400 supplier invoices by email every month — some as native PDFs, others as scanned images. The manual process required 3 working days per month just to enter the data into registration spreadsheets.
From 3 days of manual work to less than 2 hours of weekly review. Transcription errors eliminated entirely. The team focuses on analysis and advisory work, not data entry.
Why choose Evolus for documents?
Manual document management is one of the highest hidden costs in small and mid-sized businesses. It never appears as a line item on the balance sheet, but you feel it every day in staff time, errors to correct and missed deadlines. Evolus doesn't just read documents: it builds complete workflows, from the moment a document arrives to the final notification, with full traceability at every step.
- No data to copy by hand: Evolus extracts and structures everything automatically
- Batch processing: dozens of documents processed in parallel in just minutes
- Custom-generated documents: PDF, Excel, Word and CSV files ready to send
- Complete audit trail on every processed document
- Email-triggered workflows with no additional configuration required
- Results delivered via email, Microsoft Teams or webhook to your system
Ready to transform your industry?
Request a personalized demo and discover how Evolus can automate your team's processes.