AI Agents for Administration & Documents
Documents logged. Details extracted. Gaps flagged before they cause delays.
HiredVietnam sets up and manages AI agents for the routine handling of documents and administrative requests. The agent prepares and checks the work within agreed permissions. Your team resolves discrepancies, applies judgement and gives the final approval.
When documents arrive faster than anyone can check them
Invoices, forms and requests land in inboxes and shared folders. Each one needs opening, logging and checking before the real work can start.
When the pile grows, details get missed and items wait for the one person who knows where they go.
An agent can do the first pass on every document, so your team spends its time on the items that need a decision.
Document and administration workflows
Each workflow is scoped separately, with its own inputs, permitted actions and approval point. Start with one.
Document Intake
Know what has arrived and where it is.
The agent logs and files incoming documents using your conventions.
Inputs: Documents arriving in an agreed inbox or folder, with your list of document types and naming rules.
Agent actions: Identifies the document type, records it in your tracker and files a copy under the agreed name.
Output: A log entry for each document and a filed copy.
Human approval: Your team reviews any document the agent could not identify.
Extraction & Completeness Checks
Catch the missing detail before it holds things up.
The agent pulls agreed details from each document and checks them.
Inputs: Documents such as supplier invoices or application forms, the fields to extract and your completeness rules.
Agent actions: Extracts the agreed fields, checks required details and attachments, and compares them with reference records such as a purchase order.
Output: Extracted data ready for review, with a list of missing or conflicting items.
Human approval: Your team resolves discrepancies and approves entries before anyone relies on them.
Task Routing
Send each item to the person who handles it.
The agent turns checked documents into tasks for the right owner.
Inputs: Checked documents, your routing rules and the list of owners.
Agent actions: Creates a task for the right owner with a short summary and the relevant dates.
Output: Assigned tasks in your tracker.
Human approval: The owner accepts the task. Final approval stays with the person authorised to give it.
A sample: from a supplier invoice to an approval task
Sample, using invented details.
A supplier invoice arrives in the accounts inbox. The agent logs it, extracts the supplier, invoice number, amount and purchase order reference, and finds that the purchase order reference is missing.
The invoice is flagged as incomplete and routed to the accounts assistant with a note about the gap. The assistant obtains the reference and passes the invoice for approval. The agent never approves or pays an invoice.
Sample workflow with invented information. Actual document types, systems, permissions and approval points are agreed during scoping.
The agent checks. Your team decides.
The agent works inside the permissions recorded for each workflow. People make the judgement calls.
| Area | HiredVietnam's agreed responsibility | Your team's responsibility |
|---|---|---|
| Intake | The agent logs and files documents | Define document types and naming rules |
| Extraction | The agent extracts agreed fields and lists gaps | Confirm the fields and the reference records to check against |
| Discrepancies | Flag conflicts; our team reviews the exceptions | Resolve discrepancies and decide what happens next |
| Routing | The agent creates tasks using your rules | Keep the owner list and rules current |
| Approval | Prepare items for approval | Give final approval, and apply accounting judgement where relevant |
The agent does not approve payments, make accounting entries final or sign off documents. Those actions stay with your team.
What we need from you
A document workflow needs four things in place before we build it:
Source information: example documents, the fields you need and your completeness rules.
Connected systems: the inbox, shared drive or tracker the workflow reads from and writes to.
A process owner: one person on your team who answers questions and approves changes.
Workload: how many documents of each type arrive in a typical week.
How we set it up and keep it running
Assess
Look at how documents arrive and move today, the volumes and types involved, and where items wait.
Design
Agree the fields, the checks, the folders and trackers the agent may change, and where unclear items go.
Test
Run the workflow on past documents, including incomplete ones.
Pilot
Run the workflow on a limited share of live work, with every output reviewed.
Manage
Monitor quality and exceptions, fix issues and make scoped improvements. Support hours, review allowance, maintenance and changes are defined in the proposal.
How delivery is measured
Agree the measures before the pilot starts, with a baseline from your current process:
Processing time: how long a document takes from arrival to ready for approval.
Correction rate: how often extracted details need correcting at review.
Backlog: how many documents are waiting, and for how long.
Results depend on your documents and process, so we do not promise figures in advance.
Where an agent is not the right fit
Poor scans, handwriting and unusual layouts lower the quality of extraction. Those documents go to a person rather than through the agent.
An agent does not replace accounting or legal judgement. Where a document needs that judgement, the agent prepares it and a qualified person decides.
If the documents follow no consistent pattern, it may be better to agree the process first, or to have people handle the work through our Business Administration service.
Questions about AI agents for administration and documents
What happens when information is missing or an answer is incorrect?
The agent is instructed to flag missing or conflicting details for a named person rather than fill them in. It can still miss something, which is why outputs are reviewed before anyone relies on them. Corrections made at review are recorded, so recurring errors can be fixed in the workflow’s instructions.
What data and access are needed?
Example documents, the fields and rules you use, and access to the inbox, folders or tracker the workflow works with. Access is limited to what the workflow needs and is granted through accounts your business controls.
Can the agent make accounting decisions or approve payments?
No. It can prepare and check the information. Accounting judgement, approvals and payments stay with the people you authorise.
What kinds of documents can it work with?
Documents that follow a recognisable pattern, such as invoices, forms, requests and standard letters. We test it on your own examples during the pilot before it handles live work.
Related resources
Which documents take up most of your team’s week?
Tell us which documents arrive, where they go and who checks them today. We will help you scope a first workflow.
