Inbox to Database. Automated.

Automated Document Processing

File Refinery is an automated document-processing service that extracts and validates data from PDFs, emails, scans, spreadsheets, and other business documents. Receive clean JSON, database records, API payloads, EDI, or another structured format your workflow needs.

Start Workflow Discovery View sample output

PDFLoad TenderBOL • Stops • Dates • Weights

EmailMixed AttachmentsDOCX • HTML • scans • images

JSONValidated OutputDatabase • API • EDI 204

Any inputPDF, DOCX, HTML, scans, images, spreadsheets, and email attachments

Any outputJSON, database classes, APIs, CSV, EDI, or a custom business format

Secure document processingDocuments are processed, refined, encrypted and returned. No client documents are stored.

How it works

A flexible layer between messy documents and clean systems.

File Refinery is not locked to one template or one industry. Configure it around your documents, terminology, business rules, and required output.

Capture every document stream

Clients can post files to a hosted API or route inbound emails and attachments through a dedicated monitored mailbox.

Output preview

Your documents, refined into your schema.

A pilot should be concrete. See your own sample documents transformed into the exact records, fields, and validation results your workflow requires.

Input: emailed document sets, scans, PDFs, DOCX, HTML, images, or spreadsheets.

Logic: OCR, AI extraction, schema mapping, and client-specific rules.

Output: validated data or a clean exception when required information is missing.

validated-output.json

{
  "documentType": "load_tender",
  "processor": "File Refinery",
  "sourceFile": "example-load-tender.pdf",
  "shipperName": "Example Shipper",
  "bol": "123456",
  "loadNumber": "TEST-204-001",
  "totalWeight": 42100,
  "weightUnit": "lb",
  "palletCount": 24,
  "equipmentType": "53FT_DRY_VAN",
  "referenceNumbers": ["PO-91822", "REF-DEMO-1001"],
  "stops": [
    {
      "stopType": "P",
      "stopName": "Example Warehouse",
      "stopAddress": "100 Example Way",
      "stopCity": "Sample City",
      "stopState": "TX",
      "stopPostalCode": "00000",
      "stopCountry": "US",
      "appointmentDate": "2026-05-20",
      "appointmentStartTime": "08:00",
      "appointmentEndTime": "10:00",
      "timeZone": "America/Chicago",
      "orderNumbers": ["PO-91822"],
      "specialInstructions": "Synthetic pickup instructions"
    },
    {
      "stopType": "D",
      "stopName": "Example Distribution Center",
      "stopAddress": "200 Test Avenue",
      "stopCity": "Demo Springs",
      "stopState": "IL",
      "stopPostalCode": "00000",
      "stopCountry": "US",
      "appointmentDate": "2026-05-21",
      "appointmentStartTime": "13:00",
      "appointmentEndTime": "15:00",
      "timeZone": "America/Chicago",
      "orderNumbers": ["PO-91822"],
      "specialInstructions": "Synthetic delivery instructions"
    }
  ],
  "validation": {
    "status": "passed",
    "requiredFieldsMissing": [],
    "warnings": [],
    "confidenceScore": 0.98
  }
}

Use cases

Wherever documents bottleneck operations.

File Refinery turns recurring document intake into trusted business data without manual data entry.

Freight operations

Freight & logistics

Load tenders, rate confirmations, bills of lading, PODs, invoices, and carrier paperwork converted into TMS, EDI, API, or database-ready records.

Back office

Accounts payable

Vendor invoices, receipts, statements, and supporting documents converted into clean AP records with exception handling for missing fields.

Flexible

Operations intake

Email attachments, web forms, spreadsheets, and one-off customer documents normalized into a single structured workflow.

Rules heavy

Compliance records

Certificates, forms, declarations, and internal documents classified, extracted, validated, and pushed to the right system of record.

Integrations

Keep your workflow. Upgrade your processing.

Send files through an API or email, then receive validated data in the format your systems need—without migrating to a new platform.

Hosted API

Post documents directly to File Refinery and receive validated output in the agreed response format.

POST /documents/process

Mailbox intake

Forward documents to a dedicated inbox where File Refinery securely processes emails and attachments.

inbound@client-filerefinery.com

Custom output

Receive JSON, API calls, database records, EDI, or any data format tailored to your specific workflow.

JSON → EDI 204 → TMS

Engagement model

A practical path from discovery to production automation.

Start with a focused workflow, prove the results using your own documents, then expand into a supported production system.

Document Discovery & Workflow Analysis

Free / discovery

We learn how documents move through the operation today: where they arrive, what gets keyed in, which systems need the data, and where manual work slows the team down.

Document stream inventory
Field and output mapping
Workflow bottleneck analysis
Pilot scope and ROI estimate

Paid Pilot

Scoped trial

We build a focused processor for a small set of document types so you can see your own files become structured data in the exact format your systems require.

1–3 document families
Real sample document testing
JSON/database/API/EDI preview
Validation and exception report

Production Deployment

Managed automation

We connect the intake path, harden validation, set up monitoring, and support the workflow as document formats and business rules evolve.

Hosted API or mailbox intake
Production monitoring
Schema and rule maintenance
Support and change requests

Security posture

Your documents stay secure.

File Refinery uses controlled intake, encrypted processing, and transient handling. Documents are processed, validated, and returned without becoming a permanent part of our systems.

Files are processed, not retained

File Refinery is designed to process documents and return structured data. That's it.

Your data stays under your control

Original documents, structured output, downstream records, and retention policies remain within systems your team controls.

Defined, secure intake paths

Hosted API and monitored mailbox workflows are documented per engagement so teams understand how documents enter, process, and exit.

Validated before delivery

Required fields, business rules, and exception logic help prevent incomplete or suspicious output from silently entering downstream systems.

Start with workflow context

Tell us where document work slows you down.

Share how documents move through your operation today: where they arrive, what your team enters manually, which systems need the output, and the volume you process. No files are required for the initial discovery conversation.

Prefer email?discovery@filerefinery.com