What is Agentic Document Extraction and How It Transforms Automated Invoice Processing

At its core, procurement is about managing the flow of goods, services, and money. And at the centre? Are a number of documents including: invoices, contracts, purchase orders, delivery notes. Traditional document capture tools rely on static OCR and manual rules to extract data from invoices, contracts, or vendor forms. However, now tools like Rio takes it a step further with agentic document extraction —an AI-driven capability that doesn’t just pull data; it understands it.

For this reason, Rio’s agentic document extraction can be best described as a smart digital teammate that reads and interprets documents like a human analyst would. But, how does it work? And is it something that can improve your business' operations?

What is an AI agent?

Before diving into agentic document extraction, let's first understand the concept of an AI agent.

An AI agent is a machine or software system that uses artificial intelligence to perform specific tasks autonomously. Unlike traditional software, which requires constant human intervention, AI agents can make decisions, learn from data, and adapt to new situations without human guidance.

An AI agent operates based on algorithms that allow it to perceive its environment, process data, and take actions to achieve a goal. In the context of document extraction, an agent can analyze text, interpret meaning, and automate repetitive tasks like extracting key information from documents such as invoices, contracts, or customer forms making them a popular choice for procurement leaders.

What is Agentic Document Extraction?

Agentic Document Extraction is a specific application of AI agents designed to automate the extraction of valuable data from unstructured documents—like scanned images, PDFs, and handwritten forms. These documents are more than just text; they present information visually through layout, charts, and graphs.

Unlike traditional OCR and basic PDF-to-text approaches, an agentic approach breaks documents into components and reasons about them, resulting in more accurate extraction of names, addresses, dates, product details, and financial figures. This powerful method uses natural language processing (NLP) and OCR to truly “understand” the document’s content, minimizing human error and dramatically speeding up the extraction process.

How Does Agentic Document Extraction Work?

Agentic Document Extraction utilizes a combination of advanced AI technologies to process documents. Here’s a breakdown of how it works:

1. Document Capture: First, the AI system captures the document, whether it’s in physical form (scanned image) or digital format (PDF, Word, etc.).
2. Text Recognition (OCR): The system uses optical character recognition (OCR) to convert the image or scanned document into machine-readable text. This step is crucial for transforming unstructured data into structured, actionable information.
3. Data Extraction: The AI agent analyzes the text using natural language processing (NLP) to identify and extract specific data points. For example, it might recognize the total amount due on an invoice or pull out contract terms.
4. Validation and Formatting: Once the data is extracted, the AI system cross-references it against existing databases or predefined rules to ensure accuracy. The data is then formatted and organized in a way that makes it easy for businesses to use.
5. Integration with Other Systems: The extracted data is seamlessly integrated into business systems, such as ERP, CRM, or document management systems, for further processing or analysis.
   
   

Why It Matters: Fast Document Automation

Agentic Document Extraction processes a typical document in just 8 seconds, handling hundreds to. thousands of pages per minute. This rapid speed removes the pre-processing bottlenecks that often slow down RAG system pipelines, letting you focus on insights and actions instead of tedious data wrangling.

Agentic Document Workflows refer to the automated processes that AI agents follow to extract and process document data. These workflows are customized based on the specific needs of a business or industry, and they ensure that documents move through the right steps without manual intervention.

In a typical agentic document workflow, AI agents handle tasks such as:

• Routing documents to the correct departments or systems.
• Classifying documents (e.g., distinguishing between invoices, contracts, and receipts).
• Extracting data from various document formats.
• Validating the extracted data against predetermined rules.
• Storing or forwarding the extracted data for further processing.

These workflows drastically reduce the time spent on manual data entry and validation, providing businesses with faster and more accurate document processing.

How Agentic Document Extraction Improves Workflows

Agentic Document Extraction transforms workflows in several ways:

1. Efficiency: By automating the extraction and processing of data, businesses can handle large volumes of documents at a fraction of the time it would take human workers. This frees up valuable resources for more strategic tasks.
2. Accuracy: Human error is significantly reduced, as AI agents can consistently process documents with high precision. This leads to fewer mistakes, reduced rework, and improved compliance with regulations.
3. Cost Savings: With fewer manual labor hours required for document processing, businesses can cut down on operational costs. Additionally, faster processing speeds lead to quicker turnaround times and improved cash flow.
4. Scalability: As businesses grow and the volume of documents increases, AI-powered document extraction systems can easily scale to meet these demands without requiring additional personnel.
5. Enhanced Decision-Making: By extracting and organizing data in real-time, businesses can access valuable insights faster, enabling more informed decision-making.
   
   

How Businesses Use Agentic Document Extraction

• Automating invoice approvals in accounts payable

• Extracting contract terms for procurement compliance

• Processing customer onboarding forms in banking

• Automating HR document workflows (e.g., resumes, onboarding paperwork)

Could You Use a Digital Team Member?

Imagine having a team member who never sleeps, works faster than any human, and is always accurate. Sounds like the ideal employee, right? With Agentic Document Extraction, this is no longer a fantasy.

The right digital team member, like Rio, can handle the repetitive and time-consuming tasks that are often a burden on human employees. This "digital assistant" can process thousands of documents per day without fatigue, errors, or the need for breaks. It's fast, accurate, and efficient – exactly what you need to streamline operations and improve workflows. AI agents also continuously learn from their experiences, becoming more effective over time. As they process more documents, they refine their ability to understand and extract data with increasing precision. This means that, just like a human employee, they improve and adapt based on real-world data, but without the limitations of needing rest or training.

Ready to Transform Your AP Workflows?

Agentic Document Extraction is a powerful tool that leverages AI to automate and optimize document processing workflows. With its ability to extract data from unstructured documents quickly and accurately, it helps businesses improve efficiency, reduce errors, and save time and money. If you're looking to scale your document processing while freeing up your team's resources, integrating an AI-driven digital team member into your workflow might just be the solution you need.

Could your business benefit from faster, more accurate document processing? Fill out the form below to discover how Rio can transform your workflows.