Purpose
Upload an existing PDF contract and let the platform's AI engine automatically extract key contract data — parties, dates, values, clauses, and obligations. This flow is designed for digitising paper contracts, onboarding legacy agreements, or processing third-party contracts received as PDFs.
Benefits
- Dramatically reduces manual data entry — AI reads the document and pre-fills contract fields automatically.
- Handles both scanned (image-based) and digital PDFs with OCR and natural language processing.
- Extracts structured data from unstructured documents — dates, monetary values, party names, and key clauses.
- Allows human review and correction before finalising — AI suggestions can be accepted, modified, or overridden.
- Accelerates contract onboarding — batch-process dozens of legacy contracts in a fraction of the time.
What You Need
- A PDF contract document (scanned or born-digital).
- AI Capture module enabled for your organisation.
- Platform setup completed — Organisation, Users, Departments must exist.
- Optional: Supplier or Customer record to link the captured contract to.
Outcome
A contract record created in the Contract Hub with AI-extracted data pre-filled — including parties, dates, values, and key terms. The original PDF is attached to the record. All extracted fields are available for human review and correction. Once confirmed, the contract enters the standard lifecycle — appearing in listings, dashboards, calendars, and reports like any manually created contract.
AI Capture Flow
Prerequisites
- Platform setup completed (Organisation, Users, Departments)
- A PDF contract document (scanned or digital)
- AI Capture module enabled for your organisation
Capture Steps
1
Navigate to Contract Capture and upload one or more PDF files. The system accepts both digital PDFs (text-based) and scanned documents. You can upload multiple contracts for batch processing.
Business Value:The PDF is the source document that the AI engine will process. Uploading it initiates the extraction pipeline. The system supports both scanned (image-based) and born-digital PDFs.
Depends On:Platform Setup must be complete. The PDF contract document is sourced externally (received from a third party, scanned from paper, or exported from another system).
Enables:AI extraction (Step 2) — the uploaded PDF is processed by OCR and NLP to identify contract fields.
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2
The AI engine analyses the PDF content and extracts key data: contract parties (supplier/customer names), contract value, start and end dates, contract type, key clauses, and other relevant fields. Processing time depends on document complexity.
Business Value:AI reads the document and identifies key fields — party names, dates, values, contract type, clauses, and obligations. This dramatically reduces manual data entry and accelerates onboarding of legacy contracts.
Depends On:Uploaded PDF (Step 1) — the AI engine processes the document content.
Enables:Review form (Step 3) — extracted fields are pre-filled into a contract form for human verification.
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3
Review the AI-extracted data in a side-by-side view — the original PDF on one side and extracted fields on the other. Correct any misidentified fields, add missing data, and confirm the extraction is accurate before proceeding.
Business Value:AI extraction is not 100% accurate — human review ensures data quality. Users can accept, modify, or override any extracted field. This step is critical for data integrity before the contract enters the system.
Depends On:AI extraction (Step 2) — pre-filled fields are presented for review. Users compare against the original PDF.
Enables:Contract creation (Step 4) — confirmed data becomes the contract record.
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4
Click Sync to create the contract record from the extracted data. The system populates all contract fields automatically. If the supplier, customer, or department referenced in the PDF does not exist, the system can auto-create them.
Business Value:Saving creates the contract record with the reviewed data and attaches the original PDF. The contract is now part of the standard lifecycle — searchable, reportable, and available for SLA/KPI assignment.
Depends On:Reviewed data (Step 3) — all confirmed fields, plus the original PDF attachment.
Enables:Contract Hub listing, Dashboard, Calendar, Reports. Department approval workflow if created by a Super User. Available for SLA, KPI, and Performance Tracker assignment.
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5
A new contract record appears in the Contract Listing with all extracted data populated. The original PDF is attached as a supporting document. The contract is ready for SLA assignment, governance approval, and ongoing tracking.
Business Value:The contract record is now live in the Contract Hub with AI-extracted data and the original PDF attached. It enters the standard contract lifecycle — searchable, reportable, and available for all tracking and monitoring modules.
Depends On:Sync (Step 4) — confirmed data is written to the contract record. The original PDF is stored as an attachment.
Enables:Department approval workflow (if created by Super User). Dashboard, Calendar, Reports. Available for SLA, KPI, Performance Tracker, and Cost Tracker assignment.
Auto-creation: If the AI identifies a supplier, customer, or department name that does not exist in the system, it can automatically create a stub record for you. Review these auto-created records and fill in any missing details (contacts, addresses, SIC codes) after the sync completes.
Result
A contract record created from a PDF document with AI-extracted data. Supplier/Customer and Department records are auto-created if they did not already exist. The original PDF is stored against the contract for reference. The contract is ready for tracking, SLA assignment, and governance workflows.