Workflow · Finance and sales
Open the account only when the file is complete
Send the company file once. Documind checks the tax, registry and signer details before the account is opened.
Scan or fax
Scanned tax certificate
“Tax registration, Northwind Foods GmbH.”
Attachment
Signatory list PDF
“List of authorized signers from the notary, 2 pages.”
Email text
Application email
“We want to open a dealer account. Our papers are attached.”
See it run
One example from start to end. Tap the answer when Documind asks.
1 · Inbox
Northwind Foods GmbH
Dealer application and company papers
Hello, our application form and company papers are attached. Jan Weber will sign for us.
Attachments
- application-form.pdf
- tax-certificate.pdf
- signatory-list.pdf
- signer-id-card.jpg
2 · Documind
- Reads the email
- Reads the handwritten form
- Reads the tax certificate
- Reads the signatory list
- Reads the ID card photo
- Tax ID matchesPassed
- Papers are recentPassed
- Signer on the signatory listAsked a person
Documind asks
Who signs for the company?
A colleague picked Jan Weber
3 · Your systems
Customer record ready to approve
- Company: Northwind Foods GmbH
- Tax ID: DE811234567
- Company registry number: HRB 48211
- Signer: Jan Weber
- Sent to the finance team to approve
- Company file saved in the archive
Read as text
- An email arrives with a dealer application and four company papers.
- Documind reads the email, the handwritten form, the tax certificate, the signatory list and the ID card photo.
- It checks the tax ID on the form and the certificate. They match.
- It checks the dates. Every paper is recent.
- The handwritten name is unclear, so it asks a person: Jan or Jon?
- A colleague picks Jan Weber, the name on the signatory list.
- The customer record is prepared and sent to the finance team to approve.
What arrives, what it checks, where it goes
1 · What arrives
- Scanned tax certificate Scan or fax
- Signatory list PDF Attachment
- Application email Email text
2 · What it checks
-
The tax ID on the tax certificate is the same as on the form.
Passed Both show DE811234567, and its check digit is correct. -
The person who signs is named on the signatory list.
Asked a person The form is handwritten. The name could be Jan or Jon. -
Each paper is newer than your limit.
Blocked by a rule The signatory list is from 2022. Your limit is one year.
3 · Where it goes
- Customer or supplier record prepared in your ERP
- Sent to your approver to sign off
Arrives · Read · Check · Ask if unsure · Write · Sample data
You decide how careful it is
More careful means more questions for your team. Less careful means more work done by itself. Wrong answers are blocked either way.
- Done by itself
- 4
- Asked your team
- 2
- Blocked by a rule
- 1
- Tax IDDE811234567Done by itself
- Company nameNorthwind Foods GmbHDone by itself
- Company registry numberHRB 48211Done by itself
- Address12 Harbour Street, HamburgDone by itself
- Signer, handwrittenJan WeberAsked your team
- Notary stamp date?3.03.2026Asked your team
- Signatory list date11.05.2022Blocked by a rule
Illustration, not a measured rate. Sample data.
Where the data goes
Documind writes the checked result into the systems you already use.
- Customer record in your ERP
-
Supplier record in SAP - Missing papers asked for by email
- Your approver signs off
- Company file in your archive
Any system that can receive an API call or a webhook.
Which teams use it
-
Banking & finance
ID photos, bank statements, cheques and customer emails, read, checked and turned into finished work in your systems.
-
Retail & consumer goods
Supplier invoices, product sheets, return emails and store photos, read, checked and turned into finished work in your systems.
-
Manufacturing
Customer orders, supplier invoices, delivery note photos and mill certificates, read, checked and written into your ERP.
Your data stays with you
- Runs on your own servers. Nothing is sent to an outside AI service.
- Works without internet, on AI models you own.
- Every step is recorded and cannot be changed later. Auditors see who approved what, and when.
- GDPR & KVKK aligned
- SOC 2 Type II in progress
Questions people ask
Who approves the new account?
Your approver does. Documind reads the papers, checks them and prepares the record. A person on your team signs off before the account is opened.
What if a paper is too old?
You set the limit, for example one year. Documind blocks any paper older than that. It then emails the company and asks for a new one.
Does Documind check sanctions lists?
No. Documind does not screen companies against sanctions lists. It reads and checks the company file. Risk checks stay with your team and your own tools.
Does it work for suppliers too?
Yes. The steps are the same. Documind prepares a supplier record instead of a customer record. It also checks the IBAN on the bank letter with a math rule.
Does it read company papers from other countries?
Yes. It reads many languages, including handwriting and accented letters. Local tax IDs and IBANs are checked with their check digits. Three different AI models read each value and must agree. If they do not, a person decides.
Map your process with us. Go live in the demo.
In the demo we look at how your team checks new customers and suppliers today. Then we put your first onboarding workflow live, on your own systems.