Cutting Thousands of Hours of Manual Document Work with BetterBrain’s Automation Platform
A fast-growing back-office services company was drowning in unstructured documents—contracts, invoices, NDAs, and more—scattered across Google Drive. Their operations team was spending over 100 hours per week manually renaming files, decid…
- Client
- Confidential client
- Capability
- AI
Manual workload reduction
Files now searchable
/ The challenge
A fast-growing back-office services company was drowning in unstructured documents—contracts, invoices, NDAs, and more—scattered across Google Drive. Their operations team was spending over 100 hours per week manually renaming files, deciding where to store them, and entering data into spreadsheets.
Worse yet, they had no way to extract structured information from these documents. This made it nearly impossible to search across files, run reports, or conduct any meaningful meta-analysis. Their document repository was a digital black box.
/ The solution
The company partnered with BetterBrain to deploy a document automation solution powered by AWS. The platform enabled them to:
- Classify each document type using AI models fine-tuned for their domain.
- Automatically rename and file documents in Google Drive based on extracted metadata.
- Extract key fields into a structured format (e.g., execution dates, counterparties, values).
- Review and approve results through an intuitive table-based UI.
- Visualize data and trends across documents using built-in dashboards.
The solution transformed static PDFs and scattered files into live, structured data streams that could power insights, workflows, and downstream automation.
/ The impact
- 95%+ Reduction in Manual Workload: The team recovered 100+ hours/week previously spent on repetitive tasks.
- Search and Analytics Unlocked: What was once dark, unsearchable data is now accessible and actionable.
- Higher Accuracy & Standardization: Auto-generated file names and folder structures minimized human error.
- Scalable Infrastructure: The system is built to grow with the company’s document volume and complexity.
Why It Matters
Before BetterBrain, document data was effectively trapped. Now, not only can the team retrieve files quickly, they can also run reports, track contract terms, and trigger downstream workflows—all automatically.
This foundational transformation in document intelligence is now being rolled out to new departments and use cases across the organization.
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