AI Document Processing Web Application

We are an insurance/financial services firm looking to build a custom web application that streamlines our client intake process.

The core function of the app is to send structured information requests to prospective clients via email, then automatically collect, parse, and store the data they return, regardless of format, using AI and OCR technology.

That data then populates our internal forms and client database.

• Core Functionality Required
• Email Trigger & Intake

Ability for our staff to trigger a templated email to a prospective client requesting specific documents and information (driver's licenses, vehicle lists, property lists, etc.).

The system must handle responses arriving across multiple emails from the same client and correlate them to a single intake record

AI Document Processing

Parse incoming email bodies and attachments using AI/OCR to extract relevant data fields.

Must support:

PDF, JPEG/PNG, Word (.docx), Excel (.xlsx), phone photos, and handwritten notes (photographed).

Extracted data should be validated and flagged for human review when confidence is low

Database & Form Population

Save extracted client information to a structured database.

Automatically populate our existing intake forms with that data.

Staff should be able to review, correct, and approve before finalizing

User & Admin Management

User accounts for internal staff with role-based permissions

Customer/prospect records and history.

Audit trail of what was sent, received, and processed.

Tech Considerations

We've researched several document AI platforms and are open to your recommendation on the best fit for this use case.

Options we're aware of include Google Cloud Document AI / Vision, Amazon Textract, and Please share your experience with these or similar tools (e.g., Azure Form Recognizer, AWS Comprehend) and which you'd recommend for mixed-format document extraction, including handwritten content.

We have real sample files (driver's licenses, handwritten notes, typed lists, Excel sheets, etc.) that we can share for testing.

What We're Looking For

A developer with demonstrated experience building document processing pipelines using AI/OCR.

Examples of similar email-to-database or document ingestion workflows.

Please include in your proposal:

your recommended tech stack, your approach to handling low-confidence OCR results, and a rough project breakdown/timeline.

Fixed-price or milestone-based proposals preferred. Project price that has been posted is a placeholder.

Contract duration of 1 to 3 months.

Mandatory skills:

API, Machine Learning, PHP, Web Application Development, Document Automation, Data Extraction, Document AI, SaaS Development