AI Document Analysis — Inbox to CRM in Seconds
Customers send RFQs, purchase orders, signed contracts, and technical drawings as PDFs and Word docs. TeknoVesta's AI reads them, extracts the data that matters (customer info, line items, deadlines, signed terms), and creates or updates CRM records automatically — no manual data entry.
Understanding the Problem
B2B sales is buried in documents. Every RFQ is a PDF with customer details, product specs, quantities, and deadlines. Sales reps spend hours reading each one, manually entering line items into CRM, copy-pasting customer contact details, and chasing missing fields. TeknoVesta's AI Document Analysis automates this completely: forward the document to a unique CRM inbox or drag-drop into the CRM, the AI extracts structured data in seconds, fields populate automatically, and the document attaches to the right lead/deal.
Core Modules
Multi-Format Support
PDFs, Word documents, Excel sheets, scanned images (OCR), and emails. Same AI pipeline; format-agnostic.
Field Extraction
Customer name, contact info, addresses, line items, prices, dates, signatures — all extracted as structured CRM data. Field mapping configurable per document type.
Document Classification
AI classifies incoming documents: RFQ, purchase order, contract, invoice, technical spec. Routes to right workflow automatically.
Summarization
For long documents (20+ pages), AI generates a 3-5 sentence summary attached to the CRM record. Sales reps grasp the document without reading all of it.
KVKK & GDPR Compliance
AI processing happens in EU/Turkey region. Customer data extracted only for CRM population; AI does not train on customer documents.
How It Works
Forward to CRM Inbox
Each TeknoVesta workspace gets a unique inbox email (like leads@yourcompany.teknovesta.com). Forward customer emails with attachments to it.
AI Processes
AI reads the document and email body, extracts structured data, classifies the document type.
Auto-Create or Match
If customer is new → create lead. If existing → update lead with new info. Document attached to lead, summary in activity log.
Sales Rep Reviews
Sales rep sees the extracted data, AI summary, and document. Edits any fields the AI got wrong (rare, but possible). Approves.
Continuous Learning
When sales rep corrects AI extraction, the system learns. Over time, accuracy increases per customer / document type.
Key Benefits
Hours Saved Per Day
Sales reps stop being data-entry clerks. A 5-rep team forwarding 50 documents/day saves 10-20 hours daily.
No Missed Leads
Every email with an RFQ becomes a CRM lead automatically. No more "I forgot to log that RFQ from Tuesday."
Faster Quote Turnaround
AI extraction in seconds + auto-quote generation = response to customer in minutes, not days. First responder usually wins.
Frequently Asked Questions
How accurate is the AI extraction?
For typed documents (PDFs, Word): 95%+ accuracy on standard fields. For handwritten or low-quality scans: 70-85%, with manual review flagged. Accuracy improves over time as the system learns your document types.
What languages are supported?
Turkish, English, German, French, Italian, Spanish, Portuguese — same 8 languages as the CRM. Multi-language documents (e.g., English contract with Turkish addendum) handled natively.
Is my customer data used to train AI models?
No. TeknoVesta uses isolated AI processing per customer workspace. Your documents are not used to train models that benefit other customers. Data residency in EU/Turkey enforced.
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Get in touch to see how TeknoVesta integrates with your existing systems.
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