Document intake automation for firms: one place things arrive, and nobody types them twice
Half of onboarding is chasing a file, and the file that finally lands gets re-keyed by hand. We build the intake layer around QuickBooks Online, Karbon, Applied Epic, Bullhorn or whatever you run: one address for everything, an agent that keeps asking until the missing item arrives, extraction that reads a PDF, an ACORD form or a resume, and your reviewer accepting it before a field reaches your system.
What you get
3 things that decide this
- 01One intake point for the firm. Your client, your prospect or your candidate sends the file to one place, and a collection agent follows up on what's missing until it arrives, on your schedule and in your wording.
- 02Extraction with a person in the loop. A model reads the client PDF, the ACORD form, the loss run or the resume and pulls the fields; your staff accept, correct or reject from a queue ranked by what looks wrong.
- 03A clean write into the system that owns the record. Client, policy, candidate or job fields land in QuickBooks Online, Applied Epic, Bullhorn, Karbon or whatever you run, to the depth your account exposes, with the source file attached and the extraction logged.
From the document arriving to the number a reviewer can prove
These two stations sit at the front and the deep end of your firm's document work. Pick the system you'd want written to; Xero, Canopy, AMS360, EZLynx, HawkSoft, JobAdder and the rest follow the same pattern to the depth your account exposes.
Station 01 · Intake and the document
- Today
- Your client emails March's statements as photos, to whoever they dealt with last year. A submission lands as an ACORD form and four supplements. A resume takes five to ten minutes of somebody's morning.
- What we automate
- One intake point per firm. An agent follows up on the missing item until it arrives. Extraction reads client PDFs, ACORD forms, loss runs and resumes, then writes into the system that owns that record.
- What stays human
- Your staff review what was pulled out before it posts. Nothing reaches a return, a submission or a shortlist unread.
Writes to QuickBooks OnlineDocuments attached to the client; vendor bills and receipts queued for your bookkeeper to accept.
Station 02 · The document-heavy process: claims, audit, tax
- Today
- Your claim hands off between five systems while the clock keeps running. Your premium-audit file is three copies of the same payroll data, and your tax work is documents a model can read and must never total.
- What we automate
- Pipelines that read, pull out and route the whole file. Rules where the rules are written down. Arithmetic in plain code, with every figure traced to the page and box it came from, and a reviewer queue ranked by what looks wrong.
- What stays human
- Your adjuster determines, your auditor signs the finding, your CPA signs the return. Our model reads and proposes. It never does the arithmetic.
Writes to QuickBooks OnlineAdjusting entries and supporting schedules once your preparer accepts them.
Station 03 · The quote, the engagement, the first screen
- Today
- A commercial quote takes 25 to 90 minutes of your team's work and the prospect has moved on inside 15. Your engagement letter gets rebuilt from last year's, and a candidate waits three days for a first call.
- What we automate
- Intake to quote, with the rater filled from what already arrived. Proposals and engagement letters built from that same intake data, with your sign-off. First-pass screening and self-scheduling for candidates.
- What stays human
- Coverage judgment, the carrier pick, the scope of the engagement and the shortlist stay with your producer, partner and recruiter. Software prepares the file; you decide.
Writes to QuickBooks OnlineEngagement and its fee schedule to the customer record once you approve it.
The quote, the close, the renewal and the compliance gate sit between these two. The firms hub walks the whole chain.
Four pieces, and what each one plugs into
The collection agent that chases until the file arrives
You ask once, then you ask again on the 9th, and the client sends two of the four things. We build a request list per client, matter or placement, follow-ups on your cadence and in your wording, a portal or an address that accepts anything, and a status view showing exactly who owes you what. Your staff decide when a chase becomes a phone call.
Business process automation →
Extraction with a professional reviewing
A model reads the ACORD form, the loss run, the client PDF or the resume and pulls the fields you named. Each value carries the page and the box it came from, so your reviewer checks the source in one click instead of re-reading the file. It's the PremiumAudit.io shape, where the point was never speed on its own. The point was a number an auditor could stand behind.
AI agents →
Routing into your practice system, AMS or ATS
An extracted field is worth nothing until it lands where the work happens. We map each field to your record, write it to the depth your account exposes, attach the source document, and log what was written and by whom. Where the API stops, your staff accept from a reviewed queue with one click instead of re-keying.
Custom software for firms →
Rule engines where the rules are written down
Claims handling, premium audit and tax work share a shape: the rules exist in a manual, a statute or a schedule, and a person applies them to a document. We put those rules in plain code, versioned by year or by form, so this year's threshold never gets applied to last year's return. Our model reads. It never does the arithmetic.
IRS Escape Plan case study →
OCR and document AI read the page. Your firm's process around the page is the part nobody sells you.
Document AI has got genuinely good. A modern extraction service will read a scanned ACORD form or a bank statement and hand you clean fields, and for that job you should buy one rather than build one. We often do exactly that, and we'll tell you which on the call.
What none of them do is the process around the page. Nothing chases your client for the two documents that never arrived. Nothing decides which of four supplements belongs to which submission. Nothing knows that a reviewer at your firm has to accept a value before it can touch a return, or that your AMS wants the field under a different name. Nothing writes back into Applied Epic or Bullhorn to the depth your particular account allows, and nothing tells your partner on Thursday which files are still outstanding.
That gap is the layer we build. It sits on top of whatever reader you use, and it's the part your staff actually live in: the queue, the chase, the review, the write-back, and the log that proves what happened.
- 01Buy the reader where a packaged one is good enough; we'll say so on the audit call.
- 02The chase, the queue, the review and the write-back are custom, because they follow your firm's rules.
- 03Every extraction logged with its source page, so a reviewer or an auditor can retrace it later.
The professional signs, the model reads but never does the arithmetic, and the compliance gate blocks. We write that down first.
A firm's work is a regulated act: the CPA signs the return, the producer binds the policy, the adjuster determines the claim, the recruiter decides the placement, and the regulator expects to see how a model was used and governed. So every build starts with a one-page map of what the software reads, what it proposes, and where a professional signs.
What follows is simple to state, and we put it in writing. Documents are read and extracted by the model; numbers are computed by code and reviewed by a person. Compliance checks are gates that stop the next step, not dashboards that mention it later. Client data is scoped to the engagement, never firm-wide, with written no-training terms you can produce. And every automated touch is logged so a reviewer, an auditor or a regulator can read what happened, and when.
- 01Returns, binds, determinations and placements signed by the professional; the software prepares.
- 02Extraction by the model, arithmetic by code, review by a person; compliance gates that block.
- 03Extracted values carry the page and box they came from, so your reviewer checks the source rather than re-reading the file.
“They will treat your vision like their own and build it that way.”
Ron Klabunde · Founder, SmartREI ↗
“I am extremely happy with the results and would highly recommend Hashlogics to anyone.”
Daniel Khin · CEO, PremiumAudit.io
Some of the systems we have shipped
- AuditFree. We trace one client file from the day it was requested to the day it posted, and count the touches on the way.
- DiagnoseWe map the path into your practice, agency or ATS system and accounting, and sit with the people who do the intake and the close for an afternoon.
- BuildFixed price from the diagnostic. Tested on your real documents, quotes and placements, under NDA.
- RunMonitoring, a named engineer, and the first two months of maintenance free.
Best fit: a firm with ten or more staff, a system you've outgrown in places, and a recurring process you can feel at month end or renewal season. Not a fit yet: a solo practitioner who needs a practice-management app, and we'll say so. You can stop after any stage; the audit note is yours either way.
Before you book
01Will a model ever produce a number on a return or an audit?+
No. A model reads the document and finds the value, then plain code does the arithmetic and shows the page and the box each figure came from. Your preparer or auditor reaches the source in one click rather than re-reading the file. It's how IRS Escape Plan, the AI tax-strategy platform we built, is put together.
02How accurate is the extraction, really?+
Accurate enough to be worth reviewing, never accurate enough to skip the review, and we design for that rather than around it. Clean digital forms come back close to perfect. A phone photo of a coffee-stained loss run does not. So the queue ranks by confidence and by what looks wrong, your reviewer sees the source alongside every value, and corrections feed back so the same field stops being a problem.
03Can it read ACORD forms and loss runs, or only clean PDFs?+
Both, and the messy ones are why the review queue exists. ACORD forms are structured and read well. Loss runs arrive in whatever shape the carrier felt like, and supplements arrive as scans of scans. We map the fields you actually use, handle the carriers you actually deal with, and route anything the pipeline isn't sure about to a person rather than guessing.
04What happens to a document we can't process automatically?+
It goes to a person, with a reason attached. A file that can't be matched to a client, a form the pipeline hasn't seen before or a value below the confidence threshold lands in your queue with the page open and the uncertain field highlighted. Nothing gets silently dropped, and nothing gets silently guessed.
05Will it write into QuickBooks Online, Applied Epic, Bullhorn or whatever we run?+
To the depth your account exposes, and we confirm that during the audit rather than promising it on a call. QuickBooks Online exposes a broad API your accountant controls, Applied Epic and AMS360 each publish a different surface and some of it is partner-gated, and Bullhorn covers candidates, jobs and placements. Where the write isn't available, your staff accept from a queue with one click instead of re-keying.
06Does our client data train anyone's model?+
No, and the no-training terms go into the contract so you can hand them to a client or an auditor who asks. Your data is scoped to the engagement rather than firm-wide. Where a pipeline calls a model, what was sent and what came back is yours, logged with the rest of the trail. We sign an NDA before the first conversation.
07Is this the whole of what you do for firms?+
No, this is the front door. Quotes, the close, renewals, redeployment and the compliance gate sit on the workflow automation page, and integration, portals and partner dashboards sit on the custom software page. The firms hub walks the whole chain from the document arriving to the partner's numbers, and tells you which piece to start with.
A senior engineer, not a sales rep
Abdul Basit founded Hashlogics in 2017, and the team runs from Lahore with a US LLC. Clients rate the work 5.0 on Clutch, and in 2026 it was named Best AI-Native Software House of the Year at TechNova. PremiumAudit.io, the AI premium-audit automation platform, IRS Escape Plan, the AI tax-strategy platform, and Shift Link, the workforce-compliance platform, are three of the systems we built and can show you.
Your audit call is with an engineer who has read client document queues, quote logs and compliance spreadsheets like yours. Bring last month's numbers if you have them, and we'll work from those.
- NDA before the first conversation.
- No pitch on the call. A note you could hand to another firm.
- Fixed price after the diagnostic, so the number isn't a guess.
Go deeper
- AI, automation and custom software for firms →The whole chain, from the client document to the partner's numbers.
- Workflow automation for firms →Quotes, the close, renewals and the gate that blocks.
- Custom software for firms →Integration, portals and the numbers a partner reads.
- Premium audit automation →The backlog, and why it's a data problem.
- Claims automation →Statutory clocks, the file, and what a person still decides.
- Is premium audit AI regulated? →Lower friction than underwriting, not unregulated.
- The premium audit backlog is a data problem →Three copies of the same payroll data, and what to do about it.
- PremiumAudit.io case study →The document pipeline that proves the number.
