AI Document Processor

The AI reads.

The human approves.

Framework 02

A single agent owns one stage of the pipeline end-to-end: fetches signed documents, parses the authoritative source record, reconciles client intake against it, populates the correct forms, drafts the client email, and hands the deal to a human for final review. Never submits on its own.

Claude LangGraph AWS HubSpot API PandaDoc API

By the numbers

In one look.

11

Agent steps

3

Forms supported

Surface, never hide

Mismatch policy

Always

Human gate

REX BLACK · AI DOCUMENT PROCESSOR
Why a dedicated agent

The high-value stage nobody wants to staff.

In every pipeline-heavy services firm we've worked with, there is one stage where operator time collapses. It's always the same shape: a client has signed the contract, the case data has to be verified against a system of record, and forms have to be prepared accurately before anything is filed upstream. Senior operators do this badly because they're bored; juniors do it badly because they don't know the edge cases.

The framework puts a named agent on that stage. It runs daily, it uses the same source-of-truth documents a human would, and it surfaces every discrepancy it finds rather than papering over them. The output is a submission package sitting on the operator's desk, with a note explaining every choice.

Design principle, The agent never hides uncertainty. If the intake record says "X" and the source document says "not X," the agent flags it in notes, it does not pick. A human decides.

REX BLACK · AI DOCUMENT PROCESSOR
Workflow W9

Document Monitor + Form Population

Trigger, Daily schedule OR e-signing platform webhook fires "document COMPLETED"

  1. AI, Query e-signing API for all documents in status COMPLETED for this deal (required set: contract + authorization).
  2. IF/THEN, Both documents complete? NO → skip, check again next cycle. YES → continue.
  3. AI, Download signed PDFs, upload to the client CONTACT record (not the deal, signed originals belong to the contact, not the case).
  4. SET, e_sign_status = Completed, authorization_received = Yes, contract_signed = Yes.
  5. AI, Retrieve the authoritative source document (code sheet / decision letter / system-of-record PDF) from the deal attachments.
REX BLACK · AI DOCUMENT PROCESSOR
Document Monitor + Form Population · continued

Document Monitor + Form Population

  1. AI, Parse source document: extract conditions/items with statuses and dates using a structured-output prompt.
  2. AI, Compare extracted source data against the conditions_list on the Contact record. Find mismatches and undisclosed items.
  3. IF/THEN, Any mismatches? YES → write precise discrepancy notes to the CONTACT record ("Item X, NEW per client; Denied per source, date: 2024-03-15"). NO → note "clean reconciliation."
  4. AI, Populate the correct form per item status: NEW → form A, DENIED → form B, intent → form C. Only selected sections are filled. Forms placed on the DEAL record.
  5. SET, conditions_verified = Yes, forms_populated = Yes, write conditions + form-selection rationale to DEAL notes.
REX BLACK · AI DOCUMENT PROCESSOR
Document Monitor + Form Population · continued

Document Monitor + Form Population

  1. TASK, Create Task assigned to the deal owner: "Review AI-generated forms for [client]" with priority = HIGH.
  2. WEBHOOK, Google Chat alert to the operator channel with a deep link to the deal.
  3. AI, Draft a client-facing submission-update email in the operator's voice, attached to the deal as a draft (never auto-sent).
  4. ROUTE, Move DEAL to Pending Submission stage, the human-review column.
  5. EXIT, Deal is on the operator's desk. 2-day rotting timer starts. Operator approves / revises / submits.

Exit, Deal in Pending Submission. Operator reviews, approves, submits upstream.

REX BLACK · AI DOCUMENT PROCESSOR
Capabilities

Six first-class capabilities.

Every block is a separate, testable agent capability. We build them one at a time so each ships value before the next one starts.

01

E-sign monitoring

Daily check for COMPLETED status on required documents. Auto-transfer of signed PDFs to the right record in the CRM. Eliminates the operator's morning ritual of checking the signing platform.

02

Source-document parsing

Structured extraction from authoritative source PDFs (code sheets, decision letters, benefit letters). Conditions, statuses, dates, everything downstream depends on this.

REX BLACK · AI DOCUMENT PROCESSOR
Six first-class capabilities. · continued
03

Reconciliation + mismatch flagging

Compares client-reported intake against source documents. Surfaces every disagreement ("client says new, source says previously decided") in Contact notes. Never silently picks.

04

Form population

Correct form per item status (new / denied / intent). PDF form-field mapping. Only relevant sections are filled. Forms land on the deal ready for review.

REX BLACK · AI DOCUMENT PROCESSOR
Six first-class capabilities. · continued
05

Email drafting

Drafts client-facing submission updates, exam prep emails with condition-specific video links, status updates. All drafts sit in the deal for operator approval, nothing sends on its own.

06

Operator handoff

Task created, Google Chat alert fired, deal moved to the human-review column. The agent's output is a three-line task: "Review forms, review email, upload." Nothing more.

REX BLACK · AI DOCUMENT PROCESSOR
Before + after

What the operator used to do vs. what they do now.

Same throughput. Different bottleneck. The operator's judgment moves from "did the client sign?" to "is the AI right about the mismatch?", a higher-leverage question.

  • Before, Operator-owned stage
  • After, Agent-owned stage
REX BLACK · AI DOCUMENT PROCESSOR
Before

Operator-owned stage

  • Log into e-signing platform every morning, check every active client for COMPLETED status
  • Download signed PDFs, manually upload to the CRM against the right record
  • Open the code sheet PDF, read it line by line, note conditions and statuses
  • Cross-reference against the client-reported intake in the spreadsheet
  • Open the correct form template, re-key every field, save as the client name
  • Draft the client email from scratch
  • Move the card, notify team in chat
REX BLACK · AI DOCUMENT PROCESSOR
After

Agent-owned stage

  • AI detects COMPLETED overnight, signed PDFs already on the right record in the morning
  • AI has already read the source document and flagged mismatches on the contact
  • Correct form is populated and attached to the deal
  • Client email drafted in the operator's voice, sitting in the deal
  • Card is in the "Review" column with a task and a Chat ping
  • Operator reads the mismatch note, reviews the forms, approves, submits
REX BLACK · AI DOCUMENT PROCESSOR
Reliability

Idempotent, queue-backed, observable.

The agent runs on AWS with a LangGraph orchestration layer. Every step is idempotent, if a daily run crashes at step 7, tomorrow's run picks up without duplicating work. Dead-letter queue catches every failure with the deal id, prompt, model response, and stack trace so engineering can triage without interrupting operations.

Observability is first-class: every agent decision writes a structured event that flows into the same dashboards the PM uses to track human work. When the agent gets a reconciliation wrong, we can replay the exact prompt and response three months later.

Operational guarantee, The agent does not submit upstream. Ever. The only stage it can move a deal to is "awaiting operator review." That is the framework's one non-negotiable.

REX BLACK · AI DOCUMENT PROCESSOR
Partners

Built on the stack we hold partner status in.

AWS Select Consulting Partner · Anthropic-aligned for Claude deployments · HubSpot Solutions Partner · Salesforce Consulting Partner · Google Cloud · Microsoft Azure.

AWS Anthropic HubSpot Salesforce Google Cloud Microsoft Azure Shopify ISTQB

REX BLACK · AI DOCUMENT PROCESSOR
Next step

The AI-owned stage,

running in 8 weeks.

If your operators spend their days reading PDFs and re-keying forms, this is the framework. Scoped, built, and handed off in a single phase, with observability and reliability baked in.

Talk to an engineer · rexblack.com/lets-talk
See the full playbook · rexblack.com/frameworks

REX BLACK · AI DOCUMENT PROCESSOR