Our Workflows
Stop manually downloading, renaming, and filing every PDF that hits the inbox. AI handles classification, naming, and filing in under a minute per document.
hrs/week saved
5-10 minutes per document, eliminated entirely
The Problem
Clients email bank statements, receipts, invoices, ATO notices, super statements, ASIC notices, random screenshots. Office admins download each one, rename it using your firm's convention, file it in the right client folder, sometimes extract data into your practice management system, then email the client back confirming receipt. It's mind-numbing work that no one wants to do, and it never stops.
How It Works
Documents come in to a monitored inbox (e.g., docs@yourfirm.com.au) or via a client portal upload. The workflow picks them up automatically.
AI matches the document to the right client using sender email, document content, or a fuzzy match against your client list. Ambiguous matches get flagged for human review.
AI identifies the type: bank statement, invoice, BAS notice, super statement, ATO assessment, ASIC notice, etc. Custom document types can be added during build.
Files are renamed using your firm's exact naming convention (e.g., 'SmithCo_2026_BankStmt_NAB_March.pdf'). Consistent across every document, every time.
Documents are filed in the correct client folder in your document management system (FYI Docs, SuiteFiles, Xero, Sharepoint), in the correct subfolder by year and type.
Key fields are extracted where relevant: bank balance dates, invoice totals, ATO assessment amounts. Pushed into your practice management software.
An automated confirmation email goes back to the client. Urgent items (ATO penalty notices, overdue items) trigger an immediate alert to your team.
hrs/week saved
5-10 minutes per document, eliminated entirely
What's Included
What's Not Included
Timeline
Week 1
We document your firm's naming conventions, folder structures, and the document types you handle most. You sign off on the spec.
Week 2
Workflow built, inbox monitoring set up, DMS integration tested. We dry-run against a sample of recent documents to validate classification accuracy.
Week 3
Workflow goes live, parallel with manual filing for the first few days. Team training, then full cutover with 30 days of support.
Best Fit For
Questions
Related
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Every client email gets a thoughtful draft response, ready for review.
30-minute discovery call. We'll figure out if this workflow fits your business, what the actual ROI would look like for you, and whether there's a better starting point.
Or email us at hello@npclabs.com.au