Loose PDF attachments, scattered network drives and endless copy & paste routines - in many medium-sized purchasing departments, document storage is like flying blind. Certificates become outdated without being seen, prices are inadvertently transferred incorrectly and proof of compliance is lost.

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In the webinar "AI that understands documents, links them, extracts information and stores it in the system - automating instead of filing nightmares", Jan Scholich (Product Manager, Tacto) and Jacob Steinbrenner (Business Development, Tacto) demonstrate how Tacto Intelligence automatically recognizes, classifies and files supplier documents in a structured manner - turning time-consuming filing work into a transparent, reliable system that noticeably relieves the burden on Procurement and sets new quality and efficiency standards.

Initial situation - When filing becomes a risk

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Manual document management causes four core problems: incorrect data entry, a lack of transparency regarding version statuses, audit risks due to lost certificates and considerable time wasted searching and typing. This combination ties up resources while strategic tasks are left undone.

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Solution - AI-supported document management

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Tacto Intelligence has been specially trained for procurement scenarios. The AI recognizes document content, understands the semantic context of Categories and suppliers, extracts relevant fields and automatically stores everything in the correct file.
The process follows a clear pattern:
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1. Record input - files from various sources can be read in
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2. Understanding content - certificate type, validity, article or contract reference is recognized semantically
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3. Link information - documents are assigned to the appropriate supplier, article or contract
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4. Back up data - the files end up structured in the system & full versions remain archived in an audit-proof manner

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Use cases - from the certificate to the price sheet
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• Renew certificates
  A renewal agent recognizes expiration dates early, automatically requests updated documents and archives the new version without manual intervention.
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• Eliminate sources of error
  Uploads are checked in real time; missing seals, unreadable scans or incorrect file types are marked and sent back for correction.
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• Linking contract and price sheets
  Item prices are recorded, synchronized with commodity indices and transferred directly to the price history - this provides a basis for reliable analyses.
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• Complete supplier files
  Operating licenses, NDAs or quality reports automatically end up in the 360° profile; search time is reduced by hours.
  
  
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Conclusion - From filing nightmare to automatic system

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The webinar makes it clear: with purchasing-native AI, document management becomes a self-running strength. Automated capture, reliable validation and proactive renewal notifications end search efforts, reduce errors and ensure compliance. Those who take this step gain time for strategic tasks and create a reliable database for future-oriented Procurement.

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In this webinar, Jan Scholich and Jacob Steinbrenner show how Tacto Intelligence puts an end to document chaos in Procurement : AI understands content, links documents contextually, extracts information and archives them in an audit-proof manner. Errors are minimized, timeliness is guaranteed and valuable working time is freed up - a practical way to make the leap from filing nightmares to automated process excellence.