29 Intelligent Document Processing (IDP) Use Cases for 2025

Teams waste valuable time reading, sorting, and entering data from invoices, contracts, forms, and onboarding documents. That's where intelligent document processing (IDP) makes a real difference.

Modern IDP tools can extract key details, understand documents, and trigger follow-up actions without inputting a bunch of extensive rules. 

In this guide, we'll cover:

• What does intelligent document processing mean?
• The most useful IDP use cases across industries
• Real-world examples of automation in action
• How tools like Lindy apply IDP in flexible, no-code ways
• Answers to common questions around accuracy, scale, and ROI

Let’s begin with a quick definition.

What is intelligent document processing (IDP)?

Intelligent document processing (IDP) applies AI-powered OCR and natural language processing to automate the extraction, interpretation, and routing of data from documents. It can:

• Classify documents by type (invoices, contracts, forms, etc.)
  
• Extract the fields you need (dates, totals, names, clauses)
  
• Validate content against business rules (matching POs, flagging exceptions)
  
• Route data or tasks into the right workflows (ERPs, CRMs, approval queues)

Think of it as an always-on assistant that turns unstructured files into structured, actionable information — no manual rules or tedious data entry required.

How IDP is different from OCR and RPA

It's easy to confuse IDP with OCR (optical character recognition) or even RPA (robotic process automation), but each plays a different role. Let’s see how:

• OCR scans and extracts raw text from images or PDFs.
• RPA automates repeatable, rule-based tasks, like copying text into a spreadsheet.
• IDP uses AI, machine learning, and natural language processing to understand what's in a document — and what to do with it next.

For example, IDP recognizes a lease agreement, knows where the renewal clause is, and could even route it to legal for review. It then uses intelligent document management to manage the data and subsequent decisions.

Next, we see how it benefits the teams using it.

Benefits of intelligent document processing

Teams invest in it heavily. Let’s understand why: 

Cuts down manual data entry (and the errors that come with it)

Data entry is cumbersome and mistakes happen when it's done under pressure. IDP tools can read PDFs, emails, scanned forms — even messy handwriting — and extract structured data directly into the systems that need it. 

Improves accuracy and keeps teams audit-ready

Sensitive data –– legal, financial, or medical –– needs to be accurate. IDP systems not only extract and validate key fields but can also flag inconsistencies or missing data before they are logged. 

This is a big reason intelligent document management is gaining traction in industries like healthcare and finance. 

Automates end-to-end workflows, not just extraction

IDP improves team communications by triggering actions like sending Slack alerts, updating CRM records, or assigning tasks.

IDP tools don’t just extract data. They move it to the right place, in the correct format, and notify the right person. Certain tools even allow workflows to adapt based on the content within the document.

Frees up human capacity for more strategic work

Once you offload the repetitive document tasks to IDP, your team can focus on their core work. Salespeople can spend more time closing. HR can focus on hiring. Support can solve problems.

Scales with your workload (without adding more ops headcount)

Whether you're a startup with 50 customer forms a week or a large team handling 10,000 invoices a month, IDP use cases scale fast. Instead of hiring more staff to handle more paperwork, you can scale the logic and automations.

Some platforms even let you create customizable AI agents or templates for your applications.

Let’s look at some use cases to better understand the value of IDP tools.

29 intelligent document processing use cases

We'll break these down by team and industry so it's easy to see what's possible. Let’s break down the top use cases: 

Finance & accounting

Finance teams are usually first in line for IDP. Their work is document-heavy, high-volume, and critical for cash flow. Let’s see how IDP helps:

1. Invoice processing: Automatically extract vendor name, PO number, total, due date, and payment terms. Route flagged invoices for review or approval.
2. Accounts payable/receivable: Match incoming invoices to purchase orders. Extract payment terms and post to finance tools.
3. Expense receipt extraction: Parse PDF receipts (even mobile scans), extract totals and categories, and log in to an expense tracker.
4. Audit tagging: Auto-classify docs as "audit-relevant" based on content. Organize and label them in folders for easy retrieval during audit season.

These workflows are especially useful as they handle documents coming from various channels such as email, uploads, or Slack messages. They can trigger other processes with the proper setup, like sending payment reminders or updating spreadsheets.

Healthcare

The volume of patient forms, authorizations, and insurance documents in healthcare is massive, and manual handling can lead to errors or delays in care. IDP helps teams with:

5. Claim processing: Extract patient IDs, treatment codes, and diagnosis details from scanned claim forms — flag missing fields before submission.
6. Patient intake automation: Parse data from intake forms (digital or paper), verify fields, and sync with the EHR.
7. Medical record digitization: Convert scanned or faxed records into structured, searchable fields. Create summaries for clinician review.
8. Prior authorizations: Extract treatment details and submit to insurance portals with correct forms and formatting.

With the right IDP technology, teams can give providers more time with patients.

Legal & compliance

Legal teams deal with dense documents full of nuance and need systems to find the signal in the noise. Let’s see where IDP makes a difference:

9. Contract analysis: Pull out renewal dates, obligations, or key clauses. Compare with prior versions to highlight changes.
10. NDA & agreement scanning: Detect missing signatures, incomplete clauses, or incorrect party details before submission.
11. Risk assessment: Score documents based on language patterns, keywords, or missing disclosures. Route risky ones for legal review.
12. Policy flagging: Monitor updated regulations and compare them to internal policies — Auto-tag outdated docs for review.

Legal teams often benefit from tools that combine extraction with summarization. 

HR & employee operations

HR teams often manage a steady stream of PDFs — like resumes, tax forms, contracts, and reviews — making it a prime area for IDP automation. IDP can lighten the load without sacrificing control. Let’s see some use cases: 

13. Resume parsing: Extract name, skills, years of experience, and location to auto-tag candidates or populate your ATS.
14. Onboarding automation: Parse signed offer letters, ID documents, and tax forms. Push verified data into your HRIS.
15. Timesheet verification: Detect missing hours or overtime anomalies in scanned or emailed timesheets.
16. Contract review: Scan employment contracts and compare them to standard templates. Highlight differences or missing terms.

These use cases become useful during hiring sprints or organization-wide policy changes when accuracy and turnaround speed matter.

Customer support & operations

Support teams often handle inbound documents that require quick action, such as refunds, ID verifications, and shipping issues. IDP helps operational workflows grow efficiently without recruiting more staff. IDP helps customer support teams with:

17. Email attachment parsing: Auto-extract document type (invoice, ID, return form) and tag ticket priority.
18. Document classification and routing: Identify whether a document is legal, billing, or support-related and send it to the right team.
19. Identity verification (KYC): Extract and validate name, DOB, and expiration from submitted IDs. Match to customer record.
20. Shipping label and invoice matching: Detect mismatches between what was shipped and what was billed—flag or reroute accordingly.

Intelligent routing and classification alone can save teams hours per week dealing with inbound email chaos and improve resolution time.

Industry-specific examples

Although these industries may not always be at the top of mind when discussing automation,  the IDP use cases here are just as high-impact.

Here's how intelligent document processing shows up in more specialized sectors:

Real estate

Real estate teams deal with leases, purchase agreements, inspection reports, and financial disclosures, which are often filled out by hand or scanned into clunky PDFs. Some of their use cases include:

21. Lease agreement automation: IDP tools can extract terms like rent amount, lease duration, termination clauses, and renewal windows.
22. Inspection forms: Scan and digitize checklists from property walkthroughs — auto-tag issues or damages for follow-up.

Education

Educational institutions process a surprising number of documents, including applications, transcripts, enrollment forms, and evaluations, often from outdated systems or even international formats. IDP can help with:

23. Transcript processing: IDP can extract course names, grades, GPA, and graduation status. Some tools can even standardize grading formats from foreign institutions.
24. Application forms: Pull out applicant information and push it to CRM or admissions systems — flag missing materials before reviewing.
25. Research paper finding: Lindy can help students find the right research papers for their projects or research work.

Manufacturing

In manufacturing, documents like spec sheets, bills of materials, and vendor certifications drive production, but they're often emailed in strange formats or manually annotated. A few examples are:

26. Bill of materials (BOM) extraction: IDP systems can parse part numbers, quantities, specs, and vendors from BOM PDFs or spreadsheets, resulting in fewer errors in purchasing or assembly.
27. Certification management: Track expiry dates for vendor or safety certifications. Auto-flag when documents are nearing expiration.

Logistics

Shipping and logistics depend on paperwork, such as waybills, proof of delivery (POD), and customs forms. Drivers in the field often print, scan, or handwrite these documents. Logistic teams use IPD for: 

28. Proof of delivery scans: Extract delivery confirmation details — timestamp, signature, and recipient name — and match them to shipment logs.
29. Customs forms: Parse declaration details and route flagged items for compliance review.

Next, we explore Lindy and how it enhances document processing and post-processing workflows.

How Lindy helps with document processing

Lindy is a versatile IDP solution that enhances basic document processing by enabling complete automation of workflows with AI after processing the documents.

While plenty of IDP tools exist, teams focus on flexibility of a platform. That's where Lindy shines. Let's break down where and how it's being used:

Understands documents in context, not just structure

Lindy uses large language models and customizable AI agents. They are built to understand the document's intent, not just the keywords. 

Whether it's a resume, a scanned intake form, or a lease agreement, this means better flexibility when forms vary. In workflows like contract extraction or policy review, this context awareness helps Lindy summarize, flag issues, and route documents without needing pixel-perfect formats.

Works with PDFs, emails, scans, or uploads 

Lindy supports all of these inputs. Some documents are emailed, others uploaded to portals, and a few might be scanned in bulk or added to shared drives. 

It can monitor an inbox for new documents, watch a shared folder, or even accept uploads from a public web form. Once received, it classifies the document, extracts the right fields, and runs it through steps like: sending notifications, database updates, or triggering a review.

This is useful when a single workflow, like onboarding or claims, involves multiple document types across formats.

Here are a few real-world examples of where it's used

Lindy adds value to real workflows across industries. Let’s explore a few examples:

• Clinical documentation: A healthcare team can use Lindy (HIPAA-compliant) to process patient intake forms, extract symptoms, medications, and insurance information, and push it to their EHR. The AI agents can also summarize the visit notes for clinicians to review quickly.
• Legal intake: Law firms upload client-submitted forms or PDFs. Lindy can extract contact details, case types, and urgency markers and route the file to the right partner, automatically logging it into their CRM.
• Meeting note extraction: Teams upload the meeting transcripts. Lindy can read the content, identify action items, and generate structured summaries — saving hours on manual follow-up.

Lindy offers functionalities to standardize records, which may increase efficiency in teams.

Built to plug into your stack

Lindy integrates natively with hundreds of tools and a total of 2500+ tools via Pipedream partnership. It can connect with:

• CRMs like Salesforce and HubSpot
• EHRs like Epic or Athenahealth (via API)
• Storage platforms like Google Drive and Dropbox
• Communication tools like Slack and Gmail

And because it's no-code, teams can design flows without pulling in engineering.

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Frequently asked questions

Is IDP the same as OCR?

OCR (optical character recognition) is the foundation of many IDP systems. It converts images or scans into machine-readable text. Intelligent document processing layers in natural language understanding, classification, and business logic. 

For example, OCR can extract the text "Total Due: $3,820,". An IDP system can understand that it’s from an invoice, and pulls the due date and vendor name, and routes the document for approval if needed.

Which industries benefit the most from IDP?

Any industry that deals with high volumes of documents, especially when they come in different formats or require validation. Some common ones are:

• Healthcare (intake forms, claims, referrals)
• Finance & accounting (invoices, audits, receipts)
• Legal (contracts, NDAs, case files)
• HR (resumes, onboarding forms)
• Logistics (Proof of delivery, customs docs)
• Education (transcripts, applications)

Can IDP tools integrate with CRMs or EHRs?

Yes. The best platforms have many integrations. They can update Salesforce fields from an extracted contract, push patient data into Epic, or trigger a Slack alert when a flagged document is detected.

How accurate is AI for document processing?

With well-prepared data and properly fine-tuned models, IDP systems can often achieve accuracy rates above 90% for structured fields like names, dates, and totals — although exact performance depends heavily on the use case and input quality.

Accuracy depends on several factors: The quality of the input, how well the model understands the domain, and whether the system can learn from corrections.

Extracting nuanced or subjective content (like intent or risk) is more challenging, and this is where language models and user feedback loops come in.

Does IDP help with compliance or auditing?

Yes. A big part of intelligent document management is ensuring documents are consistent, complete, and traceable. IDP systems can:

• Flag missing or invalid fields
• Standardize formats
• Organize audit-relevant documents into accessible folders
• Log every change or correction for traceability.

This is essential in regulated industries like finance, healthcare, and legal.

Is IDP only for enterprise-level teams?

No. Even small teams with no technical know-how can use IDP tools. Platforms like Lindy offer a no-code workflow builder and customizable AI agents that teams can configure for both standard tasks and custom workflows. 

Can I train IDP models on my documents?

Some platforms offer out-of-the-box workflows for shared docs (invoices, contracts, IDs), while others let you fine-tune agents or upload your document samples for more specific training.

For example, if you're working with proprietary forms or niche industry documents, you can define your extraction rules or build custom flows with conditionals.

Does Lindy support IDP features out of the box?

Yes. It's built around modular AI agents, so teams can:

• Use existing agents for common workflows like invoice processing or KYC
• Customize logic with a drag-and-drop builder
• Add new document types as needs evolve

Users can customize how they want documents to move through their systems.

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Let Lindy be your AI-powered automation app

If you want an affordable IDP tool with post-processing AI automations, go with Lindy. It’s an intuitive AI automation platform that lets you build your own AI agents for loads of tasks. 

You’ll find plenty of pre-built templates, and there are loads of integrations to choose from.  

Here’s why Lindy is an ideal option: 

• AI Meeting Note Taker: Lindy can join meetings based on Google Calendar events, record and transcribe conversations, and generate structured meeting notes in Google Docs. After the meeting, Lindy can send Slack or email summaries with action items and can even trigger follow-up workflows across apps like HubSpot and Gmail.

• Sales Coach: Lindy can provide custom coaching feedback, breaking down conversations using the MEDDPICC framework to identify key deal factors like decision criteria, objections, and pain points​.
• Automated CRM updates: Instead of just logging a transcript, Lindies can be set up to update CRM fields and fill in missing data in Salesforce and HubSpot — without manual input​. 
• Lead enrichment: Lindies can be configured to use a prospecting API (People Data Labs) to research prospects and to provide sales teams with richer insights before outreach. 
• Automated sales outreach: Lindy can run multi-touch email campaigns, follow up on leads, and even draft responses based on engagement signals​.
• Cost-effective: Automate up to 400 monthly tasks with Lindy’s free version. The paid version lets you automate up to 5,000 tasks per month, which is a more affordable price per automation compared to many other platforms. 

Try Lindy for free.