Enterprise leaders today aren’t lacking in digital tools, but somehow, document chaos persists.

You’ve invested in CRMs, ERPs, and compliance software. However, the lifeblood of your operations—documents—are still passed around in email threads, manually rekeyed into systems, or filed into folder structures only one person understands.

The results are predictable:

1. Teams waste time chasing paperwork
2. Data inconsistencies creep into reports
3. Compliance and risk teams scramble during audits

And it’s more than frustrating, it’s expensive. A study from PwC reveals that it costs $20 to file documents, $120 to find a misfiled one, and $220 to recreate a lost one. ¹

Multiply that across functions, locations, and workflows, and you’re looking at serious operational drag.

This is the silent tax on scale. It’s why your back office struggles to keep up with your front office. And it’s exactly where Intelligent Document Processing (IDP) and Agentic AI can help.

What is Intelligent Document Processing (IDP)?
A Simple Guide for Executives

Intelligent Document Processing (IDP) transforms messy, “unstructured” formats—PDFs, scans, photos, emails, handwritten notes—into structured, usable data.²

It’s powered by:

1. Optical Character Recognition (OCR) that converts images into machine-readable text
2. Natural Language Processing (NLP) that understands context and semantics
3. Machine Learning that improves extraction accuracy over time
4. APIs that connect that data to your tools and systems

What used to take hours of manual effort can now be done in seconds, across invoices, contracts, IDs, onboarding documents, and more.

What is Agentic AI? Automating Workflows
After IDP

Once data becomes structured, Agentic AI brings real power to your workflows.

Imagine smart agents that:

1. Execute complex decision workflows (e.g., lean underwriting, invoice approvals, etc.)
2. Escalate exceptions when needed
3. Pull data across systems to validate claims or highlight risks
4. Serve up dashboards and insights through chat interfaces

This is automation with context, judgment, and visibility at scale.

Manual Document Workflows Hurt Speed, Scale, and Compliance

Picture this: you are processing a single mortgage loan application. You’re looking at 30+ documents per applicant, including ID scans, income statements, employment contracts, forms, permits, and bank records.

Now, multiply that by tens or hundreds of applications per day.

Analysts spend hours reviewing files line by line. Operations staff chase missing pages. Underwriters wait for approvals. Compliance officers manually check for AML flags.

Your team is doing their best; it’s the workflow that’s broken.

Modern Document Workflows with IDP and Agentic AI

Here’s what those same 30+ documents look like when processed with BetterBrain IDP:

1. Automatically ingested from email or cloud
2. Instantly classified by document type
3. Parsed to extract key fields (names, amounts, dates, ID numbers, etc.)
4. Validated against internal business rules
5. Routed through a predefined workflow in real time

Then, Agentic AI takes over:

1. Checking for duplicates or missing documents
2. Flagging policy breaches or high-risk profiles
3. Calculating credit metrics, GL codes, or compliance scores
4. Powering dashboards and responding to live queries

This isn’t automation for automation’s sake; it’s intelligent execution. This is how your operations team becomes a decision-making engine.

Swarm recently partnered with AWS to deliver the Agentic AI for Workflow Automation and Document Processing Solutions Showcase, an event focused on intelligent automation in Southeast Asia.

Our team presented a live demo of BetterBrain’s Intelligent Document Processing (IDP) and Agentic AI platform, showing how documents can move from unstructured data to action triggers in minutes.

Case Studies: How Enterprises Use IDP and Agentic AI Today

Invoice Automation: From Inbox to ERP

In a typical BetterBrain deployment, a user sends an invoice to ops@betterbrain.ai.

1. The invoice appears in a centralized dashboard.
2. BetterBrain classifies the document, extracts vendor name, amount, PO number, and due date.
3. If it exceeds a set threshold, the system triggers duplication checks, 3-way matching, GL tagging, and approval routing.
4. Once approved, the invoice is sent to QuickBooks or your ERP. Early payment discounts are surfaced for finance.

Every step is customizable, and real-time dashboards track spend, anomalies, and vendor trends.

Mortgage Loan Processing: Turning Complexity into Clarity

From an earlier illustration, a mortgage lender client automated the review of 30+ documents per application:

1. BetterBrain IDP ingests files like ID scans, pay slips, and tax returns
2. It validates fields against business logic (e.g., employment type, tenure)
3. The system flags missing documents and calculates completeness scores
4. Agentic AI computes debt-to-income ratio (DTI), loan-to-value ratio (LTV), and risk metrics, and flags AML concerns
5. Underwriters receive scorecards and red flags in one view

Agents can also detect fraud, reconcile inconsistencies, and answer natural language queries such as mortgage risk exposure by region.

Why Enterprises Choose IDP + Agentic AI for Document Workflows

1. Flexible across use cases

From invoices and loan applications to onboarding and compliance, BetterBrain IDP supports diverse workflows and document types. It handles emails, scans, PDFs, even multi-language files like Tagalog, while Agentic AI applies decision logic tailored to each task.

2. Customizable to your rules

No two workflows are the same. BetterBrain IDP adapts to your business logic based on your rules. Whether it’s flagging high-value spend or handling edge-case exceptions, the system flexes to fit.

3. Secure by design

BetterBrain IDP runs inside your own AWS enviroment. Your documents never leave your cloud, and access is controlled with enterprise-grade permissions, audit logs, and secure API integrations.

You stay in control of your data, your workflows, and your risk profile.

Why IDP is the Foundation for Enterprise-Grade AI Automation

You can’t automate what you can’t understand.

IDP makes enterprise data understandable, transforming documents into actionable triggers. Agentic AI builds on that to:

1. Drive operational efficiency
2. Empower teams with real-time insights
3. Automate high-stakes decisions
4. Prepare your organization for the next wave of AI

This is how you do better work, faster.

Ready to Upgrade Your Document Workflows?

Swarm’s BetterBrain IDP and Agentic AI solution is already helping Southeast Asian enterprises reimagine how work gets done.

If your operations feel like they’re stuck in time but you have an AI-powered vision set on 2030, it’s time to rethink the way your documents move.

Schedule a demo for Swarm’s BetterBrain IDP today.

Endnotes

1. PwC. (2023). The Cost of Documents. https://structuredweb.com/sw/swchannel/CustomerCenter/documents/4753/8225/CostofDocs.pdf
2. Amazon Web Services. (2023). What is Intelligent Document Processing? - IDP Explained. https://aws.amazon.com/what-is/intelligent-document-processing/

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