In many modern businesses, manual document processing still takes up too much time and is prone to mistakes. At Highwind, we’re exploring a dual approach—using horizontal AI for everyday tasks and vertical AI for specialised, industry-specific needs. By combining traditional machine learning techniques (like OCR and NER) with generative AI to automate document workflows, we can reduce manual efforts while keeping costs in check and accuracy high.
In this article, we’re sharing some of our high-level approaches for companies that:
- Rely on digital processes but are still stuck with manual copy-pasting, forcing skilled professionals—such as auditors, lawyers, and procurement officers—to spend time on routine tasks.
- Have advanced digital infrastructures and robust data pipelines yet struggle to get consistent accuracy with in-house AI tools.
(Note: Organisations that are still heavily dependent on paper-based processes might need to boost their digital maturity first.)
The Business Challenge
Document processing can be fraught with inefficiencies:
❌ Manual Data Entry: Valuable time is spent on transferring information between tools & systems.
❌ Error Rates: Even small errors can lead to costly rework and delays.
❌ Compliance Risks: Regulatory documents demand high accuracy, and manual handling increases the risk of non-compliance.
❌ Slow Turnaround: Traditional workflows can delay approvals, audits, and reconciliations.
These challenges are particularly acute in organisations where highly skilled professionals, such as auditors, lawyers, and procurement officers, find themselves burdened by repetitive copy-pasting duties—even in environments that are otherwise digitally advanced.
How AI Agents Process Documents
Highwind’s approach leverages two tiers of AI:
Horizontal AI (Traditional ML): Uses OCR and NLP to classify documents and extract metadata(e.g., type, date, relevant entities). This allows us to work with both digital, scanned and photographed documents. Handles initial document identification and data extraction, regardless of document format. Flags general issues like incomplete or unclear sections, even in handwritten or scanned formats.
Vertical AI (Generative AI): Applies industry-specific rules to validate extracted data, flag errors, and ensure compliance. Optimises processes such as fraud detection in financial documents and legal clause verification in contracts.
This combined approach addresses the specific challenges faced by both digital-first SMEs and advanced enterprises that already have data pipelines in place but need more reliable automation.
Key Business Use Cases
Financial Documents
- Bank Statements: Automated verification of cash flow, reconciliation, and discrepancy alerts.
- Annual Financial Statements: Quick extraction of key financial metrics to support auditing.
- Management Account Reports: Automated generation and validation of internal financial reviews.
Compliance & Regulatory Documents
- Tax Clearance Certificates: Automated validation of tax status against regulatory standards.
- BEE Affidavits & BEE Certificates: Streamlined compliance verification.
- EMP201 Tax Returns: Cross-checking tax filings with financial data to ensure accuracy.
Operational Documents
- Invoices & Purchase Orders: Automated three-way matching to reconcile invoices, orders, and payments.
- Bank Confirmation Letters: Accurate account verification for financial transactions.
Legal & Identity Documents
- Contracts: Extraction, deduplication and cross-referencing of key contractual clauses.
- Certified IDs: Verification of identity documents against trusted databases.
How It Works
Highwind’s approach integrates both horizontal and vertical AI to create a seamless document processing workflow. Here’s how it works:
- Initial Processing with Horizontal AI
- Specialised Processing with Vertical AI
- Customisable Workflow Options
By integrating these steps, Highwind’s AI-driven document processing solutions not only reduce manual effort and enhance accuracy but also offer the flexibility to match a client’s specific operational needs.
Key Benefits
âś… Reduce processing time by 70-90%
âś… Cut labor costs associated with document handling by 40-60%
âś… Eliminate human errors & enhance compliance
âś… Improve data accessibility & decision-making in real-time
Next Steps - Tailoring Your Workflow
If your organisation is still dealing with error-prone, slow document processes, whether you’re stuck with manual copy-pasting or seeking more reliable automation, Highwind can help you find the right path forward.
We know that every organisation is unique, and we’d love to learn about your challenges. Not sure which API to start with?
Reach out for a free solution call, where our engineers will work with you to design a document processing workflow that fits your specific needs. 🚀