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Marketing Document Intake, Extraction &Approvals (ADP + Workflow)

Every marketing document (brief, proposal, vendor quote, SOW, invoice) is automatically extracted, validated, routed for approval, and tracked with full audit trail, no more chasing across emails and PDFs.

📄 CORE PROMISE
IntakeExtractValidateRoute ApprovalsTrack StatusArchive & Sync

(Marketing Agencies . In-House Marketing Teams . Brand & Creative Operations)

Best For:
Marketing Ops
Brand & Creative Operations
Vendor Management Teams
Finance/AP Teams (handling marketing spend)

Common pain points we solve

Unstructured briefs in PDFs/docs

Incomplete details and untraceable approvals

Approval cycles stretch from days to weeks

Incomplete finance/AP docs lead to payment delays

Manual quote comparison & data entry (1-4% errors)

Scattered approvals & feedback across email, Slack, notes

Poor document organization & version control chaos

Repetitive manual work dominates (90% automatable)

Where this fits

Ideal starting scope for a pilot implementation

Teams Involved

  • Marketing Ops / RevOps
  • Brand & Creative Ops
  • Performance / Growth teams
  • Vendor management (marketing)
  • Finance / AP (stakeholders)

Document Types

  • Campaign briefs
  • Creative requests
  • Agency proposals
  • Vendor quotes
  • SOWs / scopes
  • Invoices

Ideal Pilot Scope

  • 2–3 document types (e.g., quotes, SOWs, invoices)
  • 1 approval flow (Marketing Ops → Finance)
  • 1 intake channel (shared inbox or upload portal)
  • 5–10 key fields extracted

Inputs & Outputs

What goes in and what comes out

Inputs

  • Campaign briefs (PDF, Word, email)

  • Creative request forms

  • Agency/vendor proposals and quotes

  • SOWs, scopes, contracts

  • Invoices and supporting documents

Outputs

  • Structured, validated data (all key fields extracted)

  • Missing-field alerts sent automatically to requester/vendor

  • Approval routing with clear SLAs

  • Status tracking visible end-to-end

  • Clean, complete packets for Finance/AP

  • Full audit trail for compliance

Use Cases Covered (Document Types)

Campaign Brief Intake: Extract goals, audience, deliverables, timeline, budget

Creative Request Processing: Validate required fields, route to creative team

Vendor Quote Comparison: Extract line items, totals, terms for side-by-side review

SOW/Scope Extraction: Pull deliverables, milestones, payment terms

Invoice Processing: Match to PO/SOW, validate amounts, route for payment approval

Budget Approval Routing: Threshold-based routing (e.g., >$10K needs Finance sign-off)

Compliance Documentation: Ensure required disclaimers, brand guidelines attached

Vendor Onboarding: Collect W-9, payment details, contract terms

The Workflow

Step-by-step automation from intake to tracking

Step 1

Intake

Ingest documents from marketing inboxes, intake forms, shared drives, and upload portals.

Step 2

Extract

Auto-extract key campaign and vendor details from marketing documents.

Step 3

Validate

Validate required fields, enforce budget thresholds, detect duplicates, and run compliance checks.

Step 4

Route Approvals

Auto-route by category and budget, trigger reviews, and enforce SLAs.

Step 5

Track Status

Log all actions with reviewers, timestamps, and notes; track versions; generate a final approval packet.

Step 6

Archive & Sync

Save structured data, sync key fields, attach source docs and summaries.

What ApexIQ Delivers

Document classification model

(brief vs. quote vs. invoice vs. SOW)

Field extraction templates

for each document type

Validation rules engine

(required fields, budget thresholds, duplicate detection)

Approval routing workflow

(multi-level, conditional, with escalation)

Audit trail with version control

Integration connectors

(email, storage, project tools, ERP/AP)

SLA tracking + reminder/escalation system

Status dashboard

(end-to-end visibility)

Integrations & Data Sources

We integrate based on your stack

Email

  • Gmail/Google Workspace
  • Microsoft 365 shared inboxes

Storage & Data

  • Google Drive / SharePoint / S3 (as applicable)
  • Sheets, internal DBs, webhooks

Collaboration

  • Slack / Microsoft Teams

Ticketing/Work Management

  • Jira / Asana / Monday / ClickUp (via API/webhooks)

Finance/AP

  • ERP/AP systems (scope dependent)
Background Overlay

Accuracy & Safety Controls

Built-in safeguards and quality measures

Confidence scoring with low-confidence extractions sent to human review

Required-field checks auto-request missing info

Duplicate detection for vendors/proposals

Human review gates for high-value, legal, or compliance cases

Version control with full revision history

ISO-aligned security (ISO 27001/9001, retention, logging, DPA)

Pilot Plan (2–4 Weeks)

A proven timeline to get you to production

W1Week 1

Document Mapping + Rules

  • Auto-detect document type
  • Define required fields and validation rules
  • Define approval matrix and SLA targets
W2Week 2

Build Extraction + Routing

  • Implement extraction templates + validation logic
  • Configure approval routing + notifications
  • Setup audit trail and status tracking
W3 - 4Week 3 - 4

Improve Accuracy + Expand

  • Improve extraction accuracy on real samples
  • Add exception workflows for missing data
  • Expand to more document types and approvers

Pilot KPI Targets

90%+ accurate field extraction vs manual errors
Approval cycles reduced from days to hours
80%+ reduction in manual data entry & 95%+ approvals within SLA
Lower rework from missing or incorrect info
Fewer payment delays with cleaner packets
Improved visibility, less stakeholder follow-up

What We Need From You

Client checklist to kick off the pilot

1
Sample documents (20–50 examples of briefs, quotes, invoices, SOWs)
2
Document types to prioritize (which 2–3 to start with)
3
Required fields list (what must be extracted from each type)
4
Validation rules (budget thresholds, required approvers by category)
5
Approval matrix (who approves what, at what levels)
6
SLA targets (how fast should each approval stage be)
7
Intake channel access (email inbox, shared drive, or upload portal)
8
Ops owner / project sponsor (point of contact for pilot)

Want faster approvals with fewer errors and less chasing?

We'll map your document types and approval steps, then build a measurable pilot.