Client story · PDF address extraction
2,000 addresses. One same-day deadline.
A client came to us with a recurring peak: addresses from letters had to be retyped and ready that same day. Manual entry took around 20 staff-hours. After deployment, one person completes the whole workflow in up to 2 hours — including export to the target system.
The program behind this workflow
Still retyping data from documents?
Meet ITPro Address Capture — the program used in this client workflow. Read selected data from PDFs and scans, then export it to Excel. Document processing stays inside your environment.
2,000
Address records
A peak batch with a same-day deadline.
~20 h
Staff time before
Addresses read and transcribed manually.
≤2 h
One person after
The complete process, including export.
Document reading, OCR and optional AI assistance with assigning address text to fields take place locally, within the client’s environment.
The situation before
The deadline stayed the same. The workload arrived in peaks.
When a large batch of letters arrived, the client had to turn the addresses into usable data before the end of the day. Around 20 staff-hours of manual transcription had to fit into that deadline.
A short-lived need for extra capacity
Hiring more people just to handle this single task was difficult to arrange. The need was concentrated in peak batches, making staffing much harder than the average volume suggested.
Pressure on the existing team
The same-day requirement created overtime and a scramble to find enough available people. The business problem was how to absorb the peak without having to organise a larger team each time.
The workflow we delivered
One person handles the entire process.
01
Scan the letters
Bring the letters into the local PDF workflow using a prepared document profile.
02
Read the addresses locally
Extract the address fields from PDF text or use OCR where needed.
03
Check uncertain results
The operator reviews flagged fields and makes the corrections needed before the data is used.
04
Export the finished data
Export the checked results in the form required by the client’s target system.
The result covers the whole job. In this client workflow, one person handles the batch of 2,000 addresses in up to 2 hours, covering scanning, address checks and export to the target system.
The profile defines the fields and reading areas for the recurring documents. Your team can maintain its own profiles, with setup and configuration support available when needed.
The business result
A peak workload one person can handle.
~20 staff-hours → up to 2 hours with one person.
For this batch, that frees around 18 staff-hours — approximately 90% less staff time.
Capacity for same-day peaks
A batch that previously needed around 20 staff-hours can be completed by one operator within the same working day.
Less overtime pressure
The client can handle a peak that previously required around 20 staff-hours in up to 2 hours with one person. This reduces the need for additional staff and overtime.
More time for other work
Around 18 staff-hours per comparable batch become available for other responsibilities, while the operator keeps control of the final result.
Figures describe this client’s deployed workflow and include export to the target system. The starting point was around 20 staff-hours; the completed workflow takes one person up to 2 hours.
Common questions
A few things worth knowing
Will our process also take up to two hours?
The two-hour result comes from this client’s batch of 2,000 addresses, handled by one person including export. We assess your documents, peak volume, checks and target system to agree what a suitable workflow can deliver.
Can document processing stay inside our environment?
Yes. PDF reading, OCR and optional local AI address assistance run locally. The output and any onward transfer are configured for the agreed target process.
Can our team create and maintain the document profiles?
Yes. Your team can create, test and update its own profiles. Help with initial setup, training and additional integration is optional. The ITPro Address Capture product page explains the capabilities in more detail.
A similar peak in your business?
Reduce the time needed to handle large batches of documents.
Show us representative letters, the required output and your peak volume. We can help define a local workflow around the result your business needs.