Problem & audience
COOs, logistics and import/export managers, back-office leads.
- Documents arrive through many channels, formats and templates.
- Manual reconciliation misses gaps between invoices, bills of lading and packing lists.
- Process knowledge is scattered; exceptions depend on experienced staff.
Solution modules
Document Agent
Receives, classifies and extracts data from PDFs, images and spreadsheets; every field points back to its source document.
Reconciliation & exceptions
Cross-checks quantities, unit prices, item codes and delivery terms; routes anything unverified into a queue.
Knowledge Copilot
Looks up procedures, contracts and work instructions within access rights; answers cite their sources.
Workflow & reporting
Assigns work, tracks deadlines, drafts reports and prepares integration data; authorised people approve actions.
Process & data
Data to prepare
- A sample document set cleared for use, plus the expected reconciliation results.
- Item, supplier and contract catalogues and the checking rules.
- APIs or data-exchange mechanisms with ERP/WMS/TMS; a permission matrix.
Deliverables
- Agreed data dictionary, flow diagram and reconciliation rule set.
- Demo on sample documents, exception screens and approval history.
- Test suite, integration docs, operating guide and handover.
- Case study with screenshots, a workspace and sample apps for three roles; module/permission matrix and handover flow.
Delivery conditions
The customer names a process owner, provides data cleared for use and a systems contact. CTC Smart Tech and the business team agree scope, test set, change handling and operating responsibility.
Infrastructure, equipment, licences, third-party integration and AI running costs are determined separately by discovery. This document is not a quotation or SLA commitment.
Pilot & acceptance criteria
- Pick one document type, set the baseline and the answer key.
- Configure extraction, reconciliation rules and access rights.
- Run in parallel with staff, analyse errors and refine rules.
- Accept on a document set not used for configuration; hand over.
| Metric | How it is measured |
|---|---|
| Processing time | Median minutes per document set, same document type before and after the pilot. |
| Extraction quality | Share of fields matching the answer key confirmed by the business team. |
| Reconciliation effectiveness | Share of real errors caught and the false-alert rate. |
| Action control | Every sensitive send/write has an approver and a history entry. |
Fix the pass threshold, sample size and measurement period before the pilot. These metrics are a proposed evaluation frame, not actual results or a performance commitment.
Governance & control
- Suggested HS codes and declaration data are supporting input; specialists verify before use.
- The demo does not prove a live connection to production systems; APIs and access rights are checked during discovery.
- Documents containing unusual instructions must not change agent permissions; actions are limited per account.
Apply least privilege, data separation, action logs, retention/deletion rules and recovery. Test wrong-permission access, missing data and service interruption before handover.
Explore the solution in a working prototype
A design case study from the DocAgent demo: intake, extraction, document reconciliation, exception handling and traceable approval.
Frequently asked questions
Does it replace the ERP?
The solution is designed as a support layer on top of existing processes and systems. Integration scope is fixed after discovery.
Does the AI file declarations by itself?
Not within this proposal. An authorised person checks, signs and performs the official submission.
Reference: CTC Smart Tech internal DocAgent demo. DocAgent has an existing demo UI; the role-based workspace/apps and the new assistant are proposed prototypes. The process, pilot and acceptance sections in this kit are proposed designs to be confirmed per project.