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Document intake that keeps its place: how the workflow works
Short answer
An agent that assembles a client file saves the state of the case after each arrival: documents received, gaps, conflicts and the decisions it is waiting for. When a corrected file arrives a week later, it resumes from the right step. Accepting the client stays with a person. At Syntalith an agent costs from €3,000 net. At 300 files a month, it pays back in 1.2 months.
How we workDetails ↓
- 01Call30 minutes with an engineer, free
- 02PrototypeA working system on your process and data, free
- 03ImplementationTarget and fixed price in the contract; 50% at signing
- 04Acceptance50% once the agreed target is met
- analysis with an engineer and a free prototype
- €0
- team in ChatGPT or Claude, up to 10 people
- from €1,150
- automation, agent or application for one process
- from €3,000
We belong to the OpenAI and Anthropic partner programmes and learn through their official courses. What this means ↓
Author: Syntalith · 3 min read
Statistics
Client documents and AI: statistics 2026
1.2 mo.
payback of a €3,000 agent at 300 files a month: €3,490 of chasing gaps today, €1,068 with checking and the model. Scenario.
4
According to a test of the Syntalith demonstrator (2026), after the API was stopped mid-process, 4 saved stages of the case from before the restart were kept.
Source: Syntalith, client document intake demonstrator (2026) ↗
€0.0002
According to a test of the Syntalith demonstrator (2026), a recorded read of one client document cost about €0.0002.
Source: Syntalith, client document intake demonstrator (2026) ↗
90%
According to the European Commission (2026), 90% of EU companies that use AI say people take the decisions.
Source: European Commission, Flash Eurobarometer 578 (2026) ↗
48.8%
According to Eurostat (2025), 48.8% of EU enterprises that considered AI but did not use it named concerns about data protection and privacy.
Figures checked: 22 October 2026
The attachment arrived a week later. What do we already know?
The first file arrives today, the power of attorney tomorrow, and a corrected identity document in a week. The operator has to remember what is missing, which details differ and whose decision the case is waiting for. Today that information lives in email threads and in an employee's memory, so after a few days it is hard to tell the current state of the file, and a colleague covering a holiday starts from zero.
- 01Arrivalthe document goes to the right file and the original is saved
- 02Classificationthe document type from a closed list, open to the operator's correction
- 03Checkthe required set, matching names and dates, expiry dates
- 04Waitingthe case state saved in the database, a draft request for missing items for approval
- 05Resumptiona new file returns to the same case at the right step
What a checkpoint does
Waiting for a document is a process state that has to be saved. In our demonstrator, LangGraph runs the stages of the case and PostgreSQL saves its state at every interruption. LangGraph describes interrupts, which pause a run for a person's decision and let it resume. In the test we stopped the API in the middle of the process: the 4 stages saved before the restart were kept, and after resuming the case had 5, with the same documents and gaps.
In the demonstrator the agent has seven tools: reading and classifying a document, checking the file and drafting a request. It has no tool for approving a client, so it cannot do that even after a wrong instruction. Anthropic recommends starting with simple, predictable flows and giving an agent more freedom only where the result justifies it.
What it costs and when it pays back
- Today
- 300 files × 20 min = 100 h (€3,490)
- With the system, a person checks the output in 30% of the time
- €1,047
- Model, 6 calls per case, Claude Sonnet 5.5
- €21
- Cost of one case
- €11.63 today, €3.56 with the system
- Saving
- €2,422 a month
Payback of €3,000
1.2 months
The volume, the time and the checking share are the scenario's assumptions. €34.90 an hour is the EU average hourly labour cost for 2025 according to Eurostat. Model: 4,000 input tokens and 500 output tokens per call at Anthropic's rates, at the ECB rate of 1.1205 USD per euro on 22 October 2026.
Proof that the checkpoint holds does not tell you whether the system will read a new document in another language, or a signature, correctly. That is why in a pilot we measure the durability of the state and the quality of reading separately. The biggest difference shows during cover: an employee who takes over a file while a colleague is on holiday opens the current state, the list of gaps and the history of findings, and does not have to read the whole email thread from the start.
Limits and the first scope
| The agent does | A person decides |
|---|---|
| Reading, classifying and saving a document | Explaining a mismatch in name or dates |
| A list of gaps and a draft request | Sending the request to the client |
| Flagging a document past its date | Accepting or rejecting the client |
| A history of arrivals and findings | Assessing risk and screening sanctions lists |
- A list of required documents approved by the team
- Rules for validity and for matching data
- An owner for each file, and a deputy
- A test with a late attachment, a new version and a restart
The demonstrator's screens are on the page about client document intake. We build an agent for assembling client files as part of AI agents, and for the free analysis a list of the documents you collect from clients and a description of where cases get stuck today are enough.
Worked example · Scenario
How we count the payback: a document workflow
We run the same count for your client files in the free analysis.
€2,327
a month for matching 1,000 documents to cases by hand
Payback: 1.5 mo.
4 minutes per document matched to a case and checking in 15% of the old time are our assumptions. €34.90 an hour is the EU average hourly labour cost for 2025 according to Eurostat, for companies with 10 or more employees. Model cost: reading a document in our case-file system (about €0.0002) plus matching it to the case and a note on what is missing (Claude Sonnet 5.5, about 2,000 + 300 tokens), at the ECB rate of 1.1205 USD per euro on 22 October 2026.
See the full calculation →
