Documentation - a Telegram bot that checks incoming files before they reach the accountant
We look at a scenario where a bot checks documents from contractors and clients right at the moment they arrive – looking at completeness, required fields, and signatures – and only then passes the file further down the chain.
What this request usually looks like
A company with a large flow of incoming documents – acceptance acts, delivery notes, invoices from contractors – usually gets them in a mix: some by email, some on Telegram, some as plain photos from a phone. An accountant or manager opens every file by hand to check whether all the details are in place, whether it’s signed, whether the amount matches what was expected. Some documents end up sent back for revision after they’ve already been accepted into the workflow, because the error was noticed too late.
The goal in this scenario is for the initial check to happen right when the file arrives, not after the document has already entered the general workflow.
What the solution looks like in this scenario
A documentation Telegram bot is set up to accept files right in the work chat: scans, photos, PDFs from contractors and clients. A document-analysis bot reads the file’s content and checks it against a set checklist – presence of a signature, date, amount, and whether it matches the expected document format.
If everything is in order, the file is marked ready for further processing. If something is missing, the bot immediately tells the sender exactly what needs to be added or fixed, instead of that being discovered days later.
What this looks like in a conversation
What this scenario delivers
The bot checks documents the moment they arrive, not after they've already entered the general processing queue
The accountant or manager receives an already-checked file, instead of spending time on manual initial verification
The sender finds out about missing data right away, not days later when the document was already needed "yesterday"
Fewer documents get sent back for revision after the fact, because errors are caught on the way in
If you need a broader scenario
AI reception is often launched together with these scenarios – take a look, a combination might suit you better.
A full description of the document workflow automation service, including auto-filling contracts and invoices.
Pulls data from spreadsheets and the CRM and prepares a summary.
Why we build this scenario this particular way
IntegraBAS Solution has been on the market since early 2025. Document verification is a task where you can’t afford to work probabilistically: the checklist of required fields and details is built together with the client’s accounting team or lawyer, not from a generic idea of what a “correct” document looks like.
The bot checks documents against criteria that actually matter to a specific business, not a one-size-fits-all template.
Questions about this scenario
Tell us which documents most often come in from contractors or clients and what usually has to be checked by hand – we’ll work out what fits your case.
AI document workflow: breaking down a typical scenario for checking incoming files
This case covers a situation common to companies with a large flow of incoming documents: acceptance acts, delivery notes, and invoices from contractors arrive in a mix – by email, on Telegram, or as plain photos from a phone – and each one has to be checked by hand before it moves into the workflow. In this scenario, a documentation Telegram bot accepts files right in the work chat and runs an initial check the moment they arrive.
A document-analysis bot instead of manual verification
The bot reads the content of a file – a scan, photo, or PDF – and checks it against a set checklist: signature, date, amount, and whether it matches the document format. This takes the routine part of the check, which used to eat up time on every incoming file, off an employee’s plate.
The bot checks documents on the way in, not afterward
The key idea of this scenario is that the check happens right when the document arrives, not after it’s already entered the general processing queue. If something is missing, the sender finds out right away and can provide the missing data, instead of finding out days later when the document was actually needed earlier.
If you have a similar flow of documents from contractors or clients, describe your situation in the form on this page – we’ll work out which verification checklist actually fits your document workflow.