How PaperMountains Automates Your Document Workflows
We manage the full document lifecycle, from first capture through to secure storage and destruction. Here is how the process works:
Capture.
Documents arrive by whatever route suits your business: post, email, fax, digital upload, or direct scanning. Our team handles physical documents in bulk, including removing staples and sorting mixed document types, so you do not need to prepare anything in advance.
Classify and extract.
Our AI-powered systems identify each document type and pull out the data fields you need, such as invoice numbers, dates, supplier names, or patient references. This is faster and more accurate than manual keying, and works across multiple languages including right-to-left scripts.
Route and approve.
Documents and extracted data are routed automatically to the people, systems, or queues defined in your workflow rules. We integrate with the systems you already use, including Oracle, SAP, SharePoint, Microsoft Dynamics, Basware, and Documentum.
Store and audit.
Every processed document is stored securely in the cloud via Microsoft Azure, versioned with a full audit log. Emergency retrieval is available within one business day for cloud-stored records.
This is a fully managed service. You do not need in-house technical resource to run it. We set up, manage, and support the workflow on your behalf.
The Benefits of Automated Document Management
Define Processes
With document workflow automation, every document type follows a defined set of rules. There is no variation based on who is in the office or how busy the team is. You decide what happens to each document type, and the system follows those rules every time, without manual judgement calls at each step. New staff can be onboarded quickly because the process is built into the system, not held in someone's head.
Be Consistent
The same document processed on a Monday morning and a Friday afternoon gets exactly the same outcome. Consistency matters particularly in regulated industries where inconsistent handling can create compliance risk. Every document processed through your automated workflow is handled to the same standard, producing results that are audit-ready from day one.
Reduce Costs
Automated document processing removes much of the manual labour involved in handling incoming documents. Less manual keying means fewer errors, and fewer errors means less time spent correcting mistakes. Faster processing also means invoices are approved on time, complaints are logged immediately, and staff time is redirected to higher-value work. Many clients see meaningful cost reductions within the first year of automation.
Improve Compliance
For organisations that handle personal data, a consistent, documented process is not optional. PaperMountains is registered with the Information Commissioner's Office as a Data Controller, and our document workflow automation service creates a full, searchable audit trail for every document processed. This makes GDPR compliance straightforward to demonstrate and provides clear evidence of how data has been handled at every stage.
Scale Easily
When volumes increase, whether due to a busy period, a new contract, or business growth, your automated workflow handles the extra load without requiring additional headcount. The system processes more documents at the same speed and to the same standard. At PaperMountains, we also support peak capacity through additional equipment and resources, so your workflow stays on track whatever the volume.
Use Cases for Document Workflow Automation
Invoice Processing
Automating
accounts payable processing starts with capturing supplier invoices the moment they arrive, regardless of format. Our AI-powered systems extract the key data fields, match them against purchase orders, and route them for approval according to your rules. Invoices that match go straight through; exceptions are flagged for review. The result is faster payment cycles, fewer missed discounts, and a clear audit trail for your finance team.
Complaints Management
Complaints that sit in an inbox or travel slowly through manual processes carry real risk for regulated businesses. Automated complaints management captures each complaint at source, classifies it by type or severity, and routes it to the right team member with a time-stamped record of receipt. Response deadlines are easier to meet and nothing falls through the gap.
Forms Processing
Whether you receive application forms, consent forms, survey responses, or registration documents,
automated forms processing captures the data fields you need and feeds them directly into your chosen systems. This removes manual re-keying entirely, reduces data entry errors, and speeds up the processes that depend on that data being available quickly.
Remittance Advice and Surveys
Remittance advices arriving by email or post can be captured and matched automatically against outstanding items in your accounts system.
Employee surveys and client satisfaction questionnaires can be processed in bulk, with response data extracted and aggregated without manual counting or keying. Both are good examples of repetitive, rules-based document work that automation handles well.
Why Choose PaperMountains?
Compliance credentials you can rely on.
We are registered with the Information Commissioner's Office as a Data Controller and with the Environment Agency as an Upper Tier Waste Carrier. Our processes are designed for businesses operating under GDPR and sector-specific data protection requirements.
Named system integrations, already in place.
We work with Oracle, SAP, SharePoint, Microsoft Dynamics, Basware, Documentum, and a range of custom applications. You do not need to replace your existing systems to benefit from automation.
A fully managed UK service.
Based in Rochester, Kent, we handle the setup, management, and ongoing support of your document workflows. You do not need technical resource in-house. Our team handles everything from document collection through to secure storage and destruction.
No preparation needed on your side.
You do not need to remove staples, sort documents, or prepare anything before sending them to us. We handle mixed document types, multiple languages, and high volumes as standard.
Frequently Asked Questions
What types of documents can be automated?
Most document types used in business are well suited to document processing automation. These include invoices and purchase orders, complaint letters, application and registration forms, consent documents, remittance advices, employee and client survey forms, medical records, and legal correspondence. If a document follows a recognisable format and contains data you need to capture or act on, it can almost always be automated. We assess each document type during setup and build the classification and extraction rules to match.
How does document workflow automation help with GDPR compliance?
Automated document management reduces GDPR risk in several practical ways. Every document is processed according to predefined rules, so there is no variation in how personal data is handled. A full audit trail records every action taken on every document, including who received it, when it was processed, and where it was routed. Documents are stored securely in Microsoft Azure with version control. Because the process is consistent and documented, demonstrating compliance to regulators or auditors becomes straightforward rather than time-consuming.
Can you integrate with our existing systems?
Yes. We connect automated document workflows to the systems you already use. We have established integrations with Oracle, SAP, SharePoint, Microsoft Dynamics, Basware, and Documentum, as well as the ability to build connections to custom applications and in-house systems. You do not need to change or replace your current software to benefit from automated document processing.
How quickly can a workflow be set up?
The timeline depends on the complexity of the documents involved and the number of workflow rules required. Most projects move from initial assessment through to a working automated document workflow within a few weeks. Clients who provide a new batch of document types each month typically go through a short setup cycle for each new type. We manage the full setup process and keep you informed at each stage. To get a realistic estimate for your situation, call us on 0808 281 1100 or request a quote and we will assess your requirements.
Ready to Automate Your Document Workflows?
If your team is still handling documents manually, there is a straightforward way to change that. PaperMountains provides a fully managed document workflow automation service for businesses across London and the South East, covering Kent, Essex, Sussex, Surrey, Hertfordshire, Bedfordshire, Buckinghamshire, and Berkshire. Call us on 0808 281 1100 to speak with our team, or use the button below to request a quote and we will get back to you with the detail you need.