FAQs on Rossum’s AI Agent Platform

On February 18, we hosted the launch webinar for Rossum’s specialist AI agents – a major leap forward in automating, reasoning, and acting on enterprise paperwork. The event was packed with insights, but with so many great questions from the audience, we ran out of time before addressing them all. So, I’m taking this opportunity to answer some of the most pressing questions and highlight the key capabilities of Rossum’s AI agent platform. 

From executing complex workflows to intelligent reasoning through document data, our AI agents aren’t just extracting information – they’re making decisions and taking action. 

If your enterprise relies on processing large volumes of invoices, purchase orders, or logistics documents, read on to discover how Rossum’s AI agent platform can help automate your paperwork end to end, ensuring accuracy, compliance, and efficiency – without IT involvement.

What are specialist AI agents? Why are they better than generalists?

Not all AI is created equal. General-purpose AI agents might handle simple tasks or answer questions, but enterprise paperwork requires 100% accuracy, context understanding, and adherence to business rules. 

Specialist AI agents like Rossum’s are built with specific skills and safeguards that general AI solutions lack. As Rossum’s co-founder Petr Baudis explains, “Enterprise paperwork processes are inherently complex… While generalist AI agents may seem like an appealing shortcut, they lack the specific skills, domain expertise, and guardrails needed to handle these workflows reliably. Specialist AI agents in Rossum are purpose-built for handling transactional paperwork… ensuring they process these documents with the speed and precision that our customers expect.”

In practical terms, Rossum’s specialist AI agent differs from general AI agents in several key ways:

• Deep domain knowledge: It uses AI models tailored to understanding transactional documents, so it knows the language of invoices, orders, and forms. This narrow focus means fewer mistakes – the model won’t hallucinate irrelevant information because it’s trained on the data that matters for paperwork.
  
• Integrated skills and actions: Beyond reading text, the agent comes with built-in tools to interpret documents, perform calculations, send emails, or update enterprise systems as part of a workflow. A general AI agent might give you an answer, but Rossum’s specialist agent can take action just like a well-trained junior employee.
  
• Guardrails and escalation: The specialist agent follows your defined standard operating procedures (SOPs) to the letter and knows when to stop or ask for help. If a scenario falls outside the norm, it won’t improvise dangerously – instead, it flags a human for guidance. This ensures compliance with policies and provides accountability, unlike open-ended general AI tools.

What type of actions can Rossum’s AI agent platform perform?

One standout feature of Rossum’s AI agent is the ability to execute workflows exactly as your business has defined them. 

The procedures & actions capability lets you turn your standard operating procedures into automated steps without any coding or IT support. Business users can describe their process in plain language, and the AI agent will carry it out. 

For example, you might say: “if an invoice total is above $10,000 and the vendor is not on the approved list, request approval from the CFO and email a notification to the finance team.” 

These instructions can cover everything from routing documents to the right queue, sending emails, or updating a record.

By digitizing these procedures, the specialist AI agent ensures that every document is handled consistently and correctly. What used to be a scattered manual workflow becomes a structured, auditable process, so nothing falls through the cracks. 

Importantly, this is achieved without burdening your IT department. Also, it’s critical that this knowledge remains with the company even when an employee decides to leave – you wouldn’t want to rework your process with every new employee, would you?

Even complex business rules can be configured by non-technical staff. This drastically cuts implementation time and cost. The result is faster deployment and immediate value – your team can automate tasks right away and easily adjust rules as your needs evolve.

How does Rossum’s AI agent platform process unstructured order data from PO documents and emails?

We got this question during the discussion: Can Rossum’s AI process unstructured order data received via email in various formats? For example, if a customer sends an order via email, with some details in an attached document and other information written in free text within the email, can these cases be handled using a dataset? Additionally, is it possible to extract details like the invoicing address from the sender’s email address or email signatures?

The short answer? Yes. You can do all that. The long answer is below.

Documents often miss all the required information. Take invoices, for instance. They may contain unstructured payment terms or complex item descriptions, requiring a nuanced understanding to ensure correct processing. Our AI agent platform handles these challenges effortlessly through its powerful reasoning capability. 

It goes far beyond basic data extraction, intelligently interpreting the full transactional context – including the invoice itself, associated emails, and your reference data – to automatically receive missing or unclear information.

Rossum’s AI agent platform can:

• Calculate invoice due dates from payment terms, regardless of the language or format used (e.g., interpreting “Net 30,” “payable within a month,” or “due 45 days after receipt”).
  
• Calculate total amounts accurately even when item descriptions are lengthy, complex, or structured in non-standard ways, ensuring that the invoice totals align precisely with your purchase orders.
  
• Select the correct general ledger code for each line item by referencing your company’s master data, significantly reducing manual work and potential misclassifications.
  
• Determine the correct tax code automatically for each line item, ensuring compliance across different jurisdictions or product categories.
  
• Infer the correct service period for services billed based solely on line item descriptions, even when explicit dates aren’t clearly provided.

For example, it might determine the correct general ledger code for an expense by cross-referencing the description with your chart of accounts. It can also compute a due date from an invoice that says “Net 30 days”. These tasks previously required experienced staff because they demanded understanding context and applying business logic. Now the AI agent handles them instantly and consistently.

By automating such complex reasoning tasks, you remove bottlenecks in the process that used to require human judgment. This means more of your paperwork processing can happen without pauses, boosting the overall straight-through processing rate.

In short, if part of a job isn’t a simple yes/no rule, Rossum’s specialist agent is smart enough to figure it out. It does so while following the guidelines you’ve set, so its inferences stay accurate and relevant.

Will datasets replace the Master Data Hub or is it an extra?

Yes, it will replace it. A significant advantage of Rossum’s specialist AI agent is its ability to infer data from your enterprise’s existing knowledge base. 

Rossum’s platform includes a datasets feature that integrates master data directly into the AI agent’s processing. In practice, this means the AI agent has access to things like your supplier directory, product catalog, pricing tables, or any reference data your process needs to verify and cross-check information.

Instead of relying on fuzzy guesses, the agent can look up known information to make decisions. 

For instance, if a purchase order mentions a product code, the AI agent can validate it against the master product list or auto-fill the product name. All the master data is managed in one place within Rossum, and business users can easily update it through a simple interface. 

No SQL or technical scripting is required. 

This self-service approach to managing reference data means business teams can keep the AI’s knowledge up-to-date themselves. The AI agent can then match and validate data using this trusted information source.

The benefit is higher accuracy and fewer exceptions. Complex matching logic also becomes automated. For example, figuring out that “ACME Inc.” in a document is the same as “Acme Corporation” in your vendor database no longer requires custom code or manual checking. 

Our specialist AI agent handles it automatically by consulting the master data. Your workflows become more reliable because the AI is always working with the latest facts about your business. It’s like having an employee with instant access to your company’s entire knowledge base. They’ll rarely be caught off guard by unfamiliar names or codes.

How does Rossum’s AI agent platform report on processes and workflows? 

Automation shouldn’t be a black box. Enterprise leaders need to know how well their processes are running and where to improve. Rossum’s specialist AI agent comes with business and operational insights that turn raw processing data into actionable intelligence. 

As the AI agent works, it tracks every action and outcome. Rossum’s platform then presents this in an intuitive dashboard, so you can monitor performance in real time.You can see metrics such as how many documents have been processed and the straight-through automation rate (the percentage handled without human help). The dashboard also shows average processing times and where the AI had to escalate to a person. With AI-driven reporting, managers gain visibility into bottlenecks, error rates, and cost savings at a glance.

There’s even a natural language query interface. You can ask a question like “How many orders over $5k were auto-processed last quarter?” and get instant answers from the system. These insights aren’t just IT metrics; they tie directly to business outcomes, helping you make data-backed decisions.

For example, if the reports show the AI agent frequently asks for human validation on multi-page BoL documents, you might decide to refine the SOP or provide more training data for that case. If you see that processing email-based orders still takes longer on average, you can investigate where the slowdowns happen. In essence, you not only automate the paperwork but also gain a clear window into your operations. This visibility lets you continuously optimize your process.

Real-world use cases where specialist AI excels

Rossum’s specialized approach isn’t theoretical – it’s built for practical, everyday use in enterprise scenarios that general AI struggles with. Here are a few examples of complex paperwork processes that specialist AI agents handle with ease:

• Complex bills of lading processing: Bills of lading (BOLs) are critical documents in logistics, often spanning multiple pages containing shipping details, carrier information, product descriptions, delivery terms, and regulatory compliance data.
  
  A specialist AI agent can efficiently parse these dense, multi-page BOLs, extracting essential information such as consignee and consignor details, freight classifications, shipping dates, and quantities. Rossum’s AI agent platform can interpret nuanced industry terminology and accurately cross-reference information against master shipment records.
  
  By adhering to your company’s SOP for shipping documentation, the AI agent ensures every detail is consistently captured and verified, reducing errors that generic AI solutions might overlook due to their lack of specialized training.
  
• Email-based purchase orders: Many businesses receive purchase orders not through structured forms, but as emails from clients. These orders might include details buried in an email thread or attached as PDFs.
  
  Rossum’s specialist AI agents can parse the unstructured email content, pull out the order information (items, quantities, delivery addresses), and then initiate the order processing in your system. It understands natural language instructions in emails and applies your business rules to decide next steps (for example, flagging any unusual requests or routing for approval if needed). This streamlines a previously slow, manual process.
  
• Complex invoice processing: Invoices can be complicated – think of a multi-line invoice with different tax rates, discounts, and a need to match each line to a corresponding purchase order line. A general solution might extract the numbers, but Rossum’s specialist agent goes further. It cross-references each invoice line with your purchase order database to ensure quantities and prices match.
  
  It applies company policy (e.g., “if an invoice exceeds $50,000 or the vendor is new, require dual approval”) automatically as part of its procedures & actions. By handling these checks, the AI agent speeds up accounts payable while maintaining strict control. If anything doesn’t add up – say the invoice total doesn’t match the sum of line items – the agent will escalate it to a human reviewer. This prevents errors from slipping through.

These use cases highlight the difference a specialized AI makes. Tasks that involve multiple steps, unstructured data, or complex rules are exactly where a one-size-fits-all AI falls short. Rossum’s AI agent platform, on the other hand, was born for this kind of work.

With these new extensions (reasoning/datasets/actions), how are thresholds set to identify exceptions, and how are they handled?

One of the biggest concerns with automation is liability – what if the AI makes a wrong decision on an important transaction? Rossum addresses this by building robust guardrails and human oversight into its AI agents. The system is designed to keep businesses safe: the AI agent will always operate within the boundaries you set. It follows the rules – SOPs, approval thresholds, data validation checks – every time. This dramatically reduces the risk of errors due to oversight or rogue behavior.

When a situation arises that the AI isn’t confident about or that falls outside those predefined bounds, it knows to stop and seek human input. Think of the AI agent as a diligent junior colleague. 

It handles the heavy lifting but brings in a manager for the tricky cases. 

For example, if a purchase order has an unusual clause the AI hasn’t seen before, it will pause and ask a human to review it. Similarly, if an invoice’s data doesn’t match any known records, the agent will escalate it to a human operator. This way, you maintain control over critical decisions. 

All actions the AI takes are tracked, so there’s a clear audit trail for compliance purposes. By operating with this “human-in-the-loop” philosophy, Rossum’s solution mitigates liability concerns and builds trust in the AI’s outputs. 

You get the benefits of speed and efficiency, without sacrificing oversight.

Future-ready AI agent platform: Scalability and continuous improvement beyond 2025

Adopting an AI automation solution is a strategic long-term decision, especially for large enterprises. Rossum’s specialist AI agentplatform is not a short-lived experiment; it’s are part of a well-thought-out roadmap for the future of automation. 

Rossum has been pioneering AI in document processing for years. It introduced an AI-first, cloud platform in 2017, launched a transactional document large language model in 2024, and is committed to ongoing development. This means the AI agents you deploy today will keep getting better. Rossum continuously updates its models (ensuring they learn from new data and industry shifts) and adds new capabilities driven by real customer needs.

Crucially, the platform is built for enterprise scalability. 

Whether you need to process a thousand documents a day or a million, Rossum’s cloud-native architecture can handle it. It’s already used by hundreds of enterprise customers worldwide, which attests to its robustness in complex environments. 

Integration with your existing IT landscape is also a priority. With APIs and connectors, the AI agents can slot into your workflows and systems with minimal friction. As we head beyond 2025, we’re looking at a future where every routine document process in your organization could be handled by a team of specialist AI agents working 24/7. This doesn’t just automate a task here or there; it transforms how the entire business operates, yielding huge efficiency gains.

For enterprise decision-makers, investing in Rossum’s specialist AI agent platform means investing in a solution that will scale and adapt for the long haul. It’s a future-proof move. You won’t have to rip out and replace systems in two years because the platform will evolve alongside your business and technology trends. 

Rossum’s vision is to empower organizations to handle their growing paperwork volumes and complexity with ease, freeing up human talent to focus on strategic work. That journey is well underway, and now is the perfect time to get on board.

Transform your paperwork process today

The difference between a generalist AI and Rossum’s specialist AI agent platform comes down to reliability, intelligence, and enterprise fit. By focusing on the exact challenges of document-heavy workflows, Rossum’s AI agents deliver automation that is smarter, safer, and ready to scale with your business. They execute your procedures, make intelligent decisions with your data, and give you full visibility into operations. They do all this while ensuring you stay in control.

If you’re ready to move beyond hype and see real results in your document processes, don’t miss out on this innovation. Sign up for the waiting list to be among the first to deploy Rossum’s specialist AI agents in your organization. Experience how it feels to have a tireless, expert digital colleague handling the paperwork. The future of enterprise paperwork automation is here. Take the first step and join us on this journey.