How Intelligent Document Processing Transforms Business Automation

To truly understand how automation can benefit your organization, it’s important to see how the right technologies work together as one cohesive solution. Intelligent Document Processing (IDP) is just one component within the ecosystem of a successful automation strategy and can elevate your existing document management solution to the next level. 

True automation isn’t just one piece of software—it’s a combination of integrated tools and changed processes all working together to streamline workflows, reduce errors, and boost productivity. Among these, Intelligent Document Processing is at the top of the automation funnel, playing a crucial role. 

What is Intelligent Document Processing? 

Intelligent Document Processing is a technology that automatically captures, classifies, and extracts valuable data from both structured and unstructured documents. Unlike traditional Optical Character Recognition (OCR), which “reads” text, IDP takes it a step further by: 

• Recognizing the type of document (invoice, purchase order, form, etc.). 

• Extracting key data fields such as vendor names, invoice numbers, or due dates. 

• Validating the information for accuracy. 

• Routing the data into your ERP, accounting system, or other line-of-business applications. 

The result is a system that drastically reduces manual data entry, improves data accuracy, and adapts to your organization’s unique needs. With self-learning capabilities, IDP “trains” itself on your document types, making setup simple and ensuring it evolves alongside your business. What does this mean? Rather than spending additional time on configuration, you can simply submit a single sample of the common document types you use. You can begin utilizing your solution sooner while still having the benefits of a sophisticated solution. Because Intelligent Document Processing “teaches” itself, it’s flexible enough to grow and adjust alongside your organization’s needs. 

The most notable features of Intelligent Document Processing include invoice recognition and data lifting, forms processing, automated document classification (separates various document types automatically), and exports to just about any accounting or line of business application. 

Key Features of Intelligent Document Processing 

At its core, Intelligent Document Processing is designed to eliminate manual data entry from every paper document you may have. This includes any form, invoice, remittance, purchase order, or any other type of document you come across in your daily tasks—including handwritten ones! Organizations across industries benefit from IDP’s ability to handle large volumes of documents with speed and accuracy. Common features include: 

• Invoice recognition and data capture – Automatically extract details from incoming invoices. 

• Forms processing – Simplify handling of customer, HR, or compliance forms. 

• Automated classification – Sort documents into the correct categories instantly. 

• System integration – Export data into ERP, accounting, or other applications. 

How Intelligent Document Processing Improves Accounts Payable 

Intelligent Document Processing has applicable use cases in almost every business process and across industries. One of the most impactful use cases of IDP is in Accounts Payable (AP) Automation. Manual AP processes are often slow, error-prone, and paper-heavy, and a common challenge arises when organizations rely on people extracting data. Human errors are bound to happen within manual processes, whether that is an employee misreading something or mistyping data; the consequences can be significant. With IDP, that risk diminishes to close to zero. With Intelligent Document Processing, organizations can: 

• Automatically extract invoice details such as vendor info, invoice numbers, and payment terms. 

• Eliminate lost or misplaced invoices. 

• Speed up approval workflows with digital routing. 

• Take advantage of early payment discounts while avoiding late fees. 

This not only saves time but also reduces the risk of human errors common within those processes. By reducing manual tasks, AP teams can focus on more strategic work, while ensuring accuracy and compliance across the process. 

Real-World Example of Automation in Action 

A great example of IDP in action comes from a fuel distributor based in Massachusetts that has been a customer of Vital Records Control since 2017. In the time since, they have been investing in automation, and they have been able to transform their organizational processes. 

The “before” 

This customer’s process before Accounts Payable Automation consisted of invoices coming in the mail and then sitting in an approver’s mailbox or desk waiting for approval. Because this process was heavily paper-based, it led to lost invoices, no visibility of pending approvals, late payment charges due to lost invoices, missing out on payment discounts, and overpayment or incorrect inventory due to settling accounts over credit card.  

Their decision to invest in Accounts Payable Automation came about when they had moved offices due to an expansion, and they needed to centralize their documents for remote users to view and approve invoices. At that point, they were running into instances where they didn’t know where invoices were or if they even had invoices to pay, and they knew something had to change. 

The “after” 

After adopting Vital Records Control’s VitalECM™ with Intelligent Document Processing, they transformed their workflow: 

• Invoices are now emailed to a dedicated Payables inbox. 

• IDP extracts and routes invoice data for quick approval. 

• New AP profiles were added for more advanced filing, searching, and statement management. 

• The impact was immediate: fewer errors, faster processing, and a centralized AP system that eliminated lost invoices and approval delays. 

Beyond AP, this customer expanded IDP into other departments. Often, the goal of Automation is to identify a core pain point that drives the decision and then scale into other processes and departments, leading to a fully automated organization. In fact, this was one of the features this customer searched for when selecting a solution.  

Since they deliver in 7 different states and their drivers are busy on the road, the customer often needs to get paperwork submitted while they’re miles away from any office. A massive benefit of Document Management with VitalECM™ is that drivers can scan their paperwork from anywhere and import it directly into their dispatch system. Our comprehensive solution loads and files the driver’s paperwork, Bills of Lading, and delivery information into VitalECM™ for the billers to retrieve and process invoices the next day.  

Organizations often see automation scale across their business—starting with one pain point and growing into a fully automated organization. 

The Benefits of Intelligent Document Processing 

By adopting Intelligent Document Processing, organizations can expect: 

• Reduced manual data entry – Free employees from repetitive tasks. 

• Greater accuracy – Minimize human error and improve compliance. 

• Faster processing times – Improve productivity and cash flow. 

• Scalability – Expand automation from one department to the entire organization. 

Put simply: why have employees manually key in data when automation can do it faster, more accurately, and at scale? 

How to Implement Intelligent Document Processing 

Getting started with IDP doesn’t have to be complicated. Beyond our solution’s scalability capabilities, organizations often cite the quality and availability of support they would be receiving as a major role in their decision. When implementing a new technology, many organizations want buy-in from IT as well as end-users, so ease of use is a priority.  

VitalECM™ is designed to be user-friendly, and with implementation, training, and support from Vital Records Control your organization can see a positive impact from automation right away. Our platform is built to integrate with your existing systems, scale with your needs, and provide the training and support your team requires. With more than 25 years of automation expertise, VRC helps organizations identify pain points, streamline workflows, and unlock the full potential of automation. 

The first step is simple: have a conversation with an experienced automation partner. From there, you can design an IDP solution tailored to your business—one that not only solves today’s challenges but also grows with you.