The project client was the Russian representative office of a large international tobacco manufacturer with a distribution network spanning several hundred thousand retail outlets.
To connect a new retail outlet, a company must verify the counterparty's complete set of documents (scanned licenses, incorporation documents, powers of attorney, etc.).The list of documents and their verification criteria are strictly regulated: it is necessary to verify that the taxpayer identification number (TIN) and the CEO's full name match, the validity of licenses, and the presence of a valid power of attorney if data discrepancies exist.
Before implementing the solution, all this work was performed manually, which led to key problems:
- high workload for employees due to the growing volume of incoming documents;
- long verification times (processing one package took 2-3 hours, and when traveling to the retail outlet to collect new documents, delays could extend for days);
- human error and the risk of missing errors in documents;
- lack of a unified system for cross-checking with external sources.
Key Challenges
- Implement an AI-powered tool that will automatically recognize documents and their types and extract key data (TIN, owner's full name, license dates, etc.).
- Provide a formalized check for the sufficiency and correctness of documents, including cross-checking between documents within a package.
- Implement integration with the KonturFokus system for external data validation and comparison of extracted entities with current data from official sources.
- Generate a final report categorizing errors as critical (blocking) and those requiring attention.
Implemented our solution
- The team included an AI system architect and developer, a front-end developer, and a UX/UI designer. The project was developed in stages.
Prototyping
The team quickly created a prototype AI agent with a simplified web interface to test the hypothesis: whether artificial intelligence could effectively perform assigned tasks. Prototyping took less than a month, after which successful acceptance testing was completed.
Development of an Industrial Solution
Further, after confirming the hypothesis, the pilot was finalized for industrial use: a fully functional web interface was developed, fully compliant with the client's brand book, and the authorization system was integrated into the corporate security system.
The agent's operating algorithm was configured as follows:
- The system receives a batch of scanned or electronic files as input.
- Document types (charter, license, passport, power of attorney) are automatically detected and data (Taxpayer Identification Number, full name, dates, license numbers) is extracted.
- Data is compared within the package (cross-checking) and with current data from KonturFokus (license validity, company status, director status).
- The system provides quick results in a traffic light format (green means everything is OK, yellow means non-critical errors, red means critical errors). If necessary, a detailed report listing passed and failed checks can be generated for manual analysis.
Results
- The processing time for one document package has been reduced from 2-3 hours to 1-5 minutes.
- The total time required to review all incoming documents per day has been reduced by a factor of 10.
- Multi-day delays due to incomplete packages have been eliminated: the system now immediately alerts you to the absence of required documents, and all additional data is requested remotely, without having to travel to the site.