Data Capture & Digital Workflows
Bring document management and AI-assisted invoice processing into a connected workflow. Capture information, organise supporting records and route work for review, approval and configured accounting handover.
Documents, data and the process between them
DocuKit combines document management, digitisation and business process automation. Capture the document, organise its information and route the related work through a process your team can follow.
The platform brings together document archiving, digital workflow and personal-data controls. Select and configure the functions that support your organisation’s records, review responsibilities and information policies.
A central document archive keeps scanned records, electronic files and their related data together. Digital workflows connect those records with the people responsible for checking and approving them, so a document can move from filing into an active business process. For tasks such as invoice review or contract administration, teams can retrieve the supporting record and work with its information in the same managed environment. Archive structure, access permissions and routing are configured around your organisation’s requirements.
Replace disconnected archives with searchable records and information that can be used in configured business workflows.
Bring scanned records and electronic documents into a managed digital environment so your team can work with information rather than separate paper files.
Extract text from predefined areas of a document using zonal optical character recognition. This is useful for repeatable layouts such as forms and invoices.
Keep scanned files, electronic records and their related data in a central archive. Organise information by document type or department, with access controlled for the people who need it.
Identify records by their content and captured information rather than depending on a filename. Classification helps organise documents as they enter the archive.
Locate documents using keywords, tags, captured index values or searchable content, with access governed by the user’s permissions.
Assign user permissions for accessing, viewing, uploading and editing records. Configure restrictions around the sensitivity of the information and the responsibilities of each user.
Manage document revisions as records are updated and reviewed. Keep document changes within the same controlled information environment.
Use captured information to produce reports and make workflow activity easier to understand.
DocuKit in practice
Capture useful information as documents enter the archive, retrieve records using that information and manage revisions as your team reviews and updates them.
Identify scanned and electronic documents by the information they contain, not just their filenames. Index fields and tags connect a record with useful details such as an invoice number or document type. For repeatable layouts, configured Zone OCR can extract text from defined areas, while keywords and barcode identifiers support classification. This gives the archive a consistent structure for finding documents and preparing their information for review.
Retrieve a record through keywords, captured tags or customised index fields instead of searching through separate folders. OCR content search also helps locate text within processed documents. Teams can use the information they already know about a transaction or record to find its supporting files. User permissions govern which documents and data each person can access, keeping retrieval within your organisation’s information controls.
Manage revisions within the document archive as files are updated, checked and reviewed. Keeping versions with the controlled record helps teams distinguish an updated document from an earlier revision rather than relying on separately named copies. Authorised users can work with the relevant version while document changes remain part of the managed process. Revision controls and review responsibilities are agreed as part of your workflow configuration.
Capture rules, index fields, permissions and revision controls depend on the modules and configuration agreed for your organisation.
Digital workflow management
Replace paper routing forms with electronic forms and review processes configured around your organisation. Send documents and their information to the people responsible for checking, responding and approving.
Use deadlines, feedback and workflow visibility to identify work that needs attention. Automation supports the process; authorised people remain responsible for review and decisions.
Electronic forms collect the information and attachments needed for a transaction, then configured routing sends the work to the people responsible for validation, review and approval. Reviewers can provide feedback before the document moves forward. Assigned roles, deadlines and workflow progress help teams identify outstanding steps rather than chase separate emails. The sequence follows your organisation’s process; authorised people remain responsible for decisions.
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Replace paper routing forms with configurable electronic forms. Capture the information and attachments needed for a defined review process.
Configure the document journey around your organisation’s process and assigned review responsibilities, rather than a series of disconnected emails.
Assign viewer, submitter, reviewer and approver responsibilities to the relevant people. Keep decisions, feedback and supporting documents within the configured process.
Set deadlines and email reminders for review steps, with escalation or alternate approvers where configured. Use workflow reporting to identify work needing attention rather than relying on disconnected follow-up emails.
Bring scanned and electronic documents into the central archive. Use configured OCR and captured information to identify records and organise them by document type or department.
Send the document and its supporting information to the assigned people for checking. Follow your organisation’s configured routing process and return incomplete information for correction where required.
Give authorised reviewers the records needed to provide feedback and make approval decisions. Configured responsibilities and deadlines help keep outstanding steps visible; people remain responsible for decisions.
Keep documents and their related information available to authorised users. Use captured fields and configured workflow reports to retrieve records and follow process activity.
Apply capture and document workflows to the recurring tasks that involve records, checks and approvals.
Connect captured invoice information with related order and delivery records before review and further processing.
Keep claims and supporting documents together from submission through validation and approval.
Organise agreements and monitor expiry dates, review priorities and renewal responsibilities.
Coordinate onboarding and offboarding documents, responsibilities and handovers.
Document workflows do not replace your payroll or accounting team. Payment processing and any external system connections depend on the implementation agreed for your business.
AI-assisted accounts payable
Bring incoming invoices, purchase orders and delivery receipts into one document process. DocuKit combines configured AI-assisted extraction and classification with matching, exception review and approval routing, helping your team spend less time re-entering information and chasing supporting paperwork.
Capture incoming invoices and delivery receipts in bulk, and keep them with purchase orders and related data in a central archive. Retrieve the supporting records together when checking a transaction instead of assembling separate paper sets.
Extract agreed fields such as invoice and purchase order numbers, quantities, prices and amounts. Use configured classification to organise incoming documents and prepare their information for validation, reducing repeated manual entry.
Compare invoice information with the corresponding purchase order and delivery receipt. Configured matching rules identify differences for attention.
Open the invoice, purchase order and delivery receipt side by side to investigate differences. Route mismatches through an agreed corrective workflow, keeping the source documents available while authorised people resolve the exception.
Send invoices and supporting records to the people responsible for validation and approval. Configure review steps, feedback and deadlines around your process so each transaction has a clear next action.
Pass approved invoice information to compatible ERP or accounting systems through agreed APIs, connectors or XML/CSV interface files. Confirm data mapping, validation and posting responsibilities with your finance and IT teams.
The wider accounts-payable process
DocuKit provides the configured document capture and invoice-processing capabilities. Explore Orion’s Invoice Automation solution for the complete journey, including human review, accounting handover and implementation planning.
Use document and workflow reporting to follow the configured review process and retrieve the records behind a decision. Authorised people check extracted data, resolve exceptions and approve information before the agreed accounting handover. Your finance team retains control over what is posted and paid through its accounting systems and procedures.
AI-assisted extraction, routing rules and external connections depend on the selected modules and agreed configuration. DocuKit’s document workflows do not execute payments or replace your accounting team.
Contract management
Bring contract documents, expiry information and review responsibilities into a controlled process. DocuKit helps teams track agreements and other renewable records without relying on scattered files and disconnected reminders.
Keep contracts, certifications, permits and their supporting documents in one organised archive, with access controlled for the relevant users.
Record the information needed to monitor each document, including expiry and renewal details. Keep these fields associated with the contract rather than a separate filing list.
Find contracts by category, keyword or specific metadata, such as expiry date. Retrieve the relevant record when a review or renewal needs attention.
Use summary views of contract status and expiry dates to prioritise reviews. Colour-coded ageing indicators show the relative urgency of documents needing attention.
Monitor deadlines and route documents through a defined review and evaluation process, so the responsible team can decide how to proceed before renewal.
Receive notifications about actions associated with a contract or document. Configure reminders around the deadlines and responsibilities in your process.
Workflow explained
Archive the document and record its category, key details and expiry information.
Use status and ageing views to identify contracts approaching review or renewal.
Notify the responsible people and route the document for evaluation.
Record the agreed outcome and update document information after renewal or review.
Orion’s explanatory workflow—not a software screenshot. Review routes, notification timing and contract fields are configured around your organisation’s requirements.
Contract tracking supports your administrative process; it does not provide legal advice or guarantee that a renewal obligation is met. Authorised staff remain responsible for the review and decisions, with module availability confirmed during setup.
See the software in use
Watch the supplier demonstrate document capture, search, version control and routing. Load a demonstration below to watch it within this page—nothing plays automatically.
Follow the capture and tagging process that connects a document with searchable information.
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See how records can be found using the document information stored in DocuKit.
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Watch the supplier demonstration of managing document revisions within the archive.
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Follow a document through a sequence of workflow steps in the supplier’s demonstration.
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Demonstrations show the supplier’s software version and sample records. Your interface and available functions depend on the selected configuration.
Personal-data controls
Business documents may contain personal information. DocuKit’s personal-data module helps designated staff track how that information is saved, processed, changed and removed, with retention monitoring and reporting configured around the organisation’s policies.
Combine lifecycle notifications and reports with access permissions, document revisions and your organisation’s own handling policies. These controls support privacy and data-protection responsibilities; they do not establish legal compliance or replace a review of applicable Australian requirements.
Discuss the documents you receive, the information you need to capture and the people involved in each approval. Orion can help define the solution around those requirements.
Identify document types, recurring layouts, routing steps and approval responsibilities.
Agree capture zones, index fields, archive structure, access restrictions and workflow reporting.
Review accounting or other business-system connections, APIs, modules and deployment requirements before implementation.
Feature availability, deployment arrangements, automated reminders and external connections depend on the selected modules and agreed configuration. Orion will confirm the scope rather than assume every platform option is included.
Your Partner in the Office
Talk to Orion about DocuKit, data capture and the workflows that matter to your business.
