Sorts the post
Invoice, statement, claim form, engagement letter. It knows which is which before anyone opens it.
No manual filing
Service
An AI alternative to outsourcing your data entry
The document reading and keying firms send to an outsourced data-entry or back-office vendor, done instead inside your own systems. Anything uncertain goes to a person, never into your records.
Free · You keep the write-up either way
1,200+client reports a year, automatically
85%less time per report
The documents this runs on
Invoices and statements·Claim forms and loss runs·Tax documents·Contracts and leases·Inspection and survey forms·Filings and attestations·Medical records·Shipping paperworkor whichever arrives a few hundred times a month.
In short
Most teams with recurring document volume have one lever today: hire more people, or send the batch to a data-entry or back-office outsourcing vendor. This is a third option. A system works out what each document is, finds the values that matter, checks them against the page they came from, and writes them into the software your team already uses, inside your own environment rather than a vendor's. Anything it cannot read confidently goes to a person rather than being guessed, which is what keeps the output trustworthy at volume.
Works with the systems you already run
SharePoint
Google Drive
Box
Excel
iManage
NetDocumentsThe problem
Your team is the reason the data is in the system at all
Somebody opens the file, reads it, types what it says somewhere else. That person is good at their job. This is not the job.
- 01
Chasing the file
Email, folder, portal, phone photo. Finding the right version is work before the work.
- 02
Every layout differs
The value sits somewhere new every time. Someone hunts for it.
- 03
Read a line, type a line
A few hundred times a month, by someone capable of more.
- 04
Errors surface in March
A digit transposed on Tuesday surfaces months later. The work is done twice.
What changes
The same week, run differently
How it runs nowHow it runs after
Someone opens each document and keys the values in.
The values are already in your system.
Errors surface weeks later.
Anything unclear is flagged the same day.
More volume means another pair of hands.
More volume means the same team, reviewing instead of typing.
What we build
What the system actually does
Finds the fields
The same few values you would have gone looking for, wherever they sit this time.
Layout changes stop mattering
Shows its working
Every figure traces back to the spot on the page it came from.
Settles a query in seconds
Stops when unsure
Low confidence goes to a person with the document open beside it.
Nothing is guessed into your records
Proof
What this has actually done
1,200+reports a year
finished client reports a year, produced from raw site photos and PDFs.
Roughly 85% less time each, same team, nobody hired. Every report still read by a person before it ships.
US property-services firm, in production
And what the wider research says
- 5 hrsa week, per professional, that AI is expected to hand backThomson Reuters, Future of Professionals 2025
Start here
Send us ten documents. We will show you what comes back.
The messy ones, not a tidy sample. We show you field by field what came back right. Free, and the write-up is yours either way.
How it works
From first call to running system
- 01
Send us ten of your documents
The messy ones. Bad scans and odd layouts are what decide whether this works.
- 02
We show you what came back
A written report, field by field. That is what we agree the job against.
- 03
We build around your systems
Values land wherever they land today. Nobody learns a new screen.
- 04
We run it in parallel
Your team works the old way alongside it until the two stop disagreeing.
How we compare
Agency vs in-house vs freelancer vs DIY
| Chronexa | In-house hire | Freelancer | DIY tool | |
|---|---|---|---|---|
| System ownership | You own it | You own it | You own it | Rented (SaaS) |
| Time to production | 4–6 weeks | 3–6 months | Varies | Months of trial & error |
| Cost model | Fixed price | $120k+ salary | Hourly rate | Subscription + time |
| Maintenance included | ||||
| Security & compliance | Varies | Varies | ||
| Guaranteed outcome |
* In-house costs assume a full-time mid-level engineer. Time-to-production estimates are averages based on our client data.
Confidence & control
What happens when the system is unsure
- Accuracy proven before you commit
- We write up what came back right, field by field. Anyone quoting a figure unseen is guessing.
- Nothing is guessed into your records
- Anything below the line you set waits for one of your people.
- Every figure can be traced to its page
- Asked where a number came from, you open the page it was read from. Evidence, not recollection.
- It stays yours
- Built in your own accounts and environment. It runs whether or not we are involved.
Scope
What an engagement covers
Included
- A written accuracy report on your own documents, before any build
- One document type, read and checked
- A review queue for anything uncertain
- Values written into the system you already use
- Written handover, and thirty days of support
Not included
- A second document type. That is a second engagement.
- Replacing your software. We connect to what you run.
- Free-form handwriting
- Any accuracy promise made before we have seen your documents
Scope, timeline and price are agreed after we have seen your real documents, never before.
Questions
Frequently asked
Is this the same as outsourcing our data entry to a BPO?
No. A data-entry or back-office outsourcing vendor has their staff key your documents on their infrastructure, and the cost scales with volume forever. This runs inside your own systems, nothing is sent to a third party's staff, and the cost is mostly fixed after the build instead of growing with every document.
We already tried a tool for this and it did not work. Why is this different?
Off-the-shelf tools assume your documents look alike. They rarely do: layouts change, scans come in crooked, a page goes missing. We build around the mess rather than hoping it is not there, and we prove it on your own documents before you commit.
What happens when it reads something wrong?
Every field comes back with a confidence level. Anything under the line you set stops and waits for one of your people rather than going into your records. That review queue is the point. A system that quietly guesses is worse than the typing, because you stop being able to trust the file.
How accurate is it, honestly?
We will not give you a number before seeing your documents, because anyone who does is guessing. We run a sample first and publish what we found field by field. That report becomes the standard the work is measured against, in writing.
Our documents are confidential. Where do they go?
Into your own environment if you want it that way, so they never leave systems you control. Access is restricted to the people you name and there is a record of every document handled. We work under NDA as a matter of course.
Does this mean we need fewer people?
That is not what firms use it for. The work that disappears is the reading and the keying, which nobody was hired to do. What is left is checking, judgement and the client relationship, which is the work your team is actually good at.
How long before it is running?
For one document type going into one system, a fortnight from the day your sample documents arrive. A second document type is a separate piece of work, and we would rather do one properly than two badly.
What does it cost?
Every engagement is priced to its own scope, so there is no list price. After a short discovery call we agree in writing what the system has to do and what it costs, before any build starts.
Still deciding? Book a discovery call and we will tell you honestly whether this is worth building for you.
Industry specific
If your documents are...
Tax & Accounting
W-2s, K-1s, 1099s, bank statements, and broker reports routed into tax software.
Legal & Due Diligence
Term sheets, NDAs, and contracts parsed for clauses, entities, and risk flags.
Insurance Claims
Medical records, repair estimates, and FNOL forms extracted and verified.
Financial Services
KYC docs, trailing documents, and loan applications matched to CRM records.
Bring us the workflow that keeps eating your team's week.
Let's find the first one to fix.
The audit is free. If we can't find automation worth more than it costs to build, you owe us nothing, and you keep the roadmap.
Prefer email? info@chronexa.io
Or tell us what's slow
We'll review your workflows and come back with where AI saves the most time and cost.