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AI agent · Knowledge and Compliance

Document Verification and Control

See how third-party document control is evolving in organizations with AI agents.

  • Prebuilt agent Ready to use, we do not start from scratch.We start from an agent prepared for this process and configure it with your rules, your systems and your way of working.
  • Best practices Built in from day one.The agent's instructions incorporate the process practices we have applied when automating it in different organizations.
  • Configured by experts Functional and technology consultants.Specialized consultants support the configuration, integration, testing and go-live of the agent in your operation.
  • Agent platform Workforce AI.The agent runs on Workforce AI, GIITIC's own platform that centralizes security, permissions, audit, usage and administration of all your agents.
  • Process experience Processes + technology + enterprise software.Behind every agent are years of experience implementing enterprise software and automating processes in companies across Latin America.
  • GIITIC software ecosystem The tools the agent needs.We integrate with your current systems and, if you are missing one, the GIITIC ecosystem provides the modules the agent needs to query and act.
Let's talk about your processSee how the process changes
The current challenge

How it is done today, and why it is no longer enough

Non-compliance is costly: according to the ACFE’s 2026 report, covering 2,402 cases from 143 countries, organizations lose about 5% of their annual revenue to internal fraud.

  • Unclear requirements
  • Endless follow-up
  • Manual review
  • Questionable documents
  • Unmonitored expirations
  • Scattered evidence
Meet your agent

Document Verification and Control agent

Document Verification and Control agent, an artificial intelligence agent

I'm an artificial intelligence agent trained by experts, ready to use and built with best practices. I am here to manage the documentation of your customers, suppliers, employees and contractors: I determine which documents each one must provide, request them and follow up, interpret their content, verify their authenticity with the available mechanisms, apply your policies and monitor their validity. I handle what is missing or expiring and escalate what requires judgment.

Prebuilt, but adaptable to each organization.

How I work

  1. I detectRequired documentsI identify the documents each third party must provide based on its type, country, activity, risk and contract.
  2. I requestRequests and follow-upI ask for what is missing by email, WhatsApp or portal, with a secure link, and understand every reply.
  3. I understandDocument readingI recognize the document type and extract names, IDs, dates and issuers, even from scans.
  4. I analyzeValidity and complianceI compare the data with your ERP or CRM, your policies and authorized official sources.
  5. I decideExceptionsI separate what complies from what is incomplete, questionable or expired, propose actions and escalate what requires judgment.
  6. I monitorValidityI calculate expiration dates and maximum ages and request renewals in advance.
  7. I recordEvidenceI keep versions, validations, requests and approvals to demonstrate compliance.
Results

Results you can achieve

in losses with proactive data monitoring
−50%Proactive data monitoring and analysis was associated with at least half the loss and duration of fraud.Source: ACFE, 2024
greater loss when fraud is detected late
27×The median loss goes from 40,000 dollars, if detected in under six months, to more than 1.1 million after five years.Source: ACFE, 2026
higher cost of non-compliance than compliance
2.71×Average annual cost of non-compliance versus compliance in data protection.Source: Ponemon Institute (sponsored by Globalscape), 2017

Reference values based on benchmarks and comparable scenarios. Results depend on the characteristics of each operation and are not guaranteed results.

Greater speed, higher quality, lower costs

  • Greater speed

    Automate tasks and connect your information so your team responds sooner and your processes move forward without waiting.

    • Requests documents as soon as the third party is registered
    • Reads and validates each document in minutes, as soon as it arrives
    • Follows up without waiting for someone to remember
    • Requests renewals before documents expire

  • Higher quality

    Standardize the work and control every step so your information is reliable and your results are consistent.

    • Asks each third party for the requirements that match its profile
    • Detects illegible, wrong, incomplete or inconsistent documents
    • Flags signs of tampering or impersonation
    • Leaves evidence of every version, validation and approval

  • Lower costs

    Reduce rework, errors and manual work so your operation delivers more with the same resources.

    • Reduces hours spent requesting, following up and reviewing manually
    • Avoids working with third parties whose documents are expired or invalid
    • Reduces the risk of fines, penalties and fraud
    • Better prepares internal and external audits
Before and now

Artificial intelligence in third-party document control

Before

  1. 8:00 a.m.MilestoneA new services supplier is registered in the ERP
  2. 8:00 a.m.PersonThe analyst checks the policy and builds the list of documents for its profile20 min
  3. 8:20 a.m.PersonWrites to the supplier to request the seven documents10 min
  4. 8:30 a.m.Lost timeWaits for the supplier to send the documents48 h
  5. 8:30 a.m. · day 3PersonReviews the documents one by one: the bank certificate doesn’t match the tax ID and the insurance policy is missing1 h 30 min
  6. 10:00 a.m. · day 3PersonWrites to the supplier to request the correction10 min
  7. 10:10 a.m. · day 3Lost timeWaits for the corrected documents24 h
  8. 10:10 a.m. · day 4PersonReviews the corrected documents and records the validation in a spreadsheet40 min
  9. 10:50 a.m. · day 4MilestoneSupplier enabled (expirations not monitored)

Now

  1. 8:00 a.m.MilestoneA new services supplier is registered in the ERP
  2. 8:00 a.m.AgentDetermines the seven documents the policy requires and requests them by WhatsApp with a secure upload link1 min
  3. 8:01 a.m.Lost timeThe supplier uploads the documents4 h
  4. 12:01 p.m.AgentReads and validates all seven: the bank certificate doesn’t match the tax ID and the insurance policy is missing; requests the correction2 min
  5. 12:03 p.m.Lost timeThe supplier sends the corrected documents3 h
  6. 3:03 p.m.AgentValidates the corrected documents; the insurance policy has lower coverage than required, so it escalates the case1 min
  7. 3:04 p.m.Lost timeThe purchasing lead finishes their current task30 min
  8. 3:34 p.m.PersonReviews the insurance policy with the evidence and decides according to policy15 min
  9. 3:49 p.m.AgentRecords the validation, enables the supplier according to policy and schedules expiration monitoring< 1 min
  10. 3:50 p.m.MilestoneSupplier enabled the same day, with its expirations under monitoring

Tangible results in your operation

IndicatorBeforeNowFactor
End-to-end cycle time≈ 74.8 h≈ 7.8 h×9.6
Human work time2 h 50 min15 min×11
Waiting time72 h7 h 30 min×9.6
Human intervention100%≈ 40%÷2.5
Team capacity1×≈ 2.5××2.5

Illustrative reference scenario. Times depend on each operation and are validated with your data.

How work evolves

Your team moves from operating to deciding

The capacity the agent frees up goes to analysis, decisions, relationships, exceptions, improvement and innovation.

  1. No more low-value manual tasks

    • Building each third party’s document list by hand
    • Writing to and reminding each third party about what is missing
    • Reading and transcribing the data in each document
    • Tracking expirations in spreadsheets
    • Searching emails and folders for audit evidence

  2. The team adds value to the operation

    • Defining requirements and policies by third-party type and risk
    • Resolving questionable cases and exceptions
    • Analyzing third-party risk
    • Improving the onboarding experience
    • Preparing for and supporting audits

  3. Your team's professional growth

    • Third-party risk analystUses the agent’s alerts and findings to assess and prevent risks.
    • Agent supervisorReviews the quality of validations, adjusts rules and thresholds, and governs its knowledge.
    • Document requirements ownerDefines which documents each type of third party must provide and keeps policies up to date.
Enterprise knowledge

Agents are only as good as the knowledge and context they handle

It is one of the great challenges of enterprise artificial intelligence (AI): an agent without clear rules, reliable data and business context makes mistakes or stops. That is why knowledge is prepared, governed and improved as part of the project.

  • Document requirements by third-party type, country, activity and risk
  • Internal onboarding, enablement and renewal policies
  • Document types, fields and recognized issuers
  • Validity periods and maximum accepted age per document

The knowledge this agent handles

  • Signs of tampering, inconsistency or impersonation
  • Exception, escalation and authorization rules
  • History of each third party’s documents, versions and validations

60%

of AI projects without AI-ready data will be abandoned through 2026, according to Gartner. Gartner, “Lack of AI-Ready Data Puts AI Projects at Risk,” February 2025

Workforce AI helps you prepare, govern and improve it

  • Instructions prebuilt by experts
  • Process best practices
  • Tools to create and capture knowledge
  • Knowledge management
  • Integration with your current sources
  • Enrichment of existing knowledge
  • Ongoing updates
  • Knowledge governance
  • Continuous learning and improvement
Integration

We integrate with your environment

We connect the agent with virtually any application, API, service or data source in your company, whether GIITIC or third-party systems.

Integrations this agent requires

  • ERP, CRM and BPMYour ERP (SAP, Oracle or others), CRM or GIITIC: third-party data, registration events and tasks.
  • Contact channelsEmail, WhatsApp and self-service portal to request and receive documents.
  • Verification sourcesOfficial sources and verification services, when there is an authorized integration.
  • Documents and policiesDocument management system and repository of current policies and requirements.
Artificial intelligence (AI) chip

Your agent, connected to your operation

Base systems for agents

If you do not have the base system, we provide reduced versions of GIITIC modules with the capabilities the agent needs to work.

  • Applications and ERP
  • APIs and web services
  • Databases and files
  • MCP (Model Context Protocol), when applicable

An agent needs software tools to query information and carry out actions. Without them, it stays a conversation. That is why we cover both paths: connecting to what you already have or giving you what you are missing.

See GIITIC integrations

95%

of organizations struggle to integrate AI into their existing processes. MuleSoft (Salesforce), Connectivity Benchmark Report 2025, study sponsored with Vanson Bourne and Deloitte Digital

Workforce AI · Central governance platform

Today it is one agent, tomorrow dozens

Every area will add agents working at the same time. Workforce AI is the control center of your digital workforce, not an isolated script.

Explore Workforce AI
  • Agent creation and management
  • Security, identities and permissions
  • Policies and human oversight
  • Traceability and audit
  • Observability, quality and results
  • Models, tokens, usage and costs
  • Continuous updates to new AI models and features
Map of the Americas with the United States, Mexico, Guatemala, El Salvador, Costa Rica, Panama, Dominican Republic, Colombia, Venezuela, Ecuador, Peru, Bolivia, Chile and Argentina connected from Colombia
Our track record

Global experience at your service

Years of experience
15+
Companies in Latin America
850+
Countries
10+
Integrations
100+
ERP and ERP+ modules
40
AI agents
20+
Learn more about usWhy is GIITIC the ideal partner?

Companies that trust GIITIC

Frequently asked questions

Questions about Document Verification and Control

What documents can the artificial intelligence agent manage?
Those your company requires from customers, suppliers, employees and contractors: for example tax registration, chamber of commerce certificate, legal representative’s ID, bank certificate, insurance policies, certifications, social security affiliations, degrees, licenses and work permits. Requirements are configured by type of third party; not all apply to everyone.
How does it verify that a document is authentic?
It compares the extracted information with the data in your ERP or CRM and with your policies, detects signs of tampering, inconsistency or impersonation and, when there is an authorized integration, checks official sources. If in doubt, it requests additional verification or escalates the case.
Can the agent block a hiring or suspend a third party?
Only if an explicit policy defines it and with the corresponding authorizations. By default it creates tasks, notifies the people responsible and proposes actions; operational restrictions are decided by your team.
How does it track document validity?
It calculates expiration dates, distinguishes documents with an expiration date from those whose maximum age is defined by your policies, periodically reviews requirements and requests renewals in advance.
How is it different from the Document Management and Compliance and Quality modules?
Document Management stores documents with their versions and permissions, and Compliance and Quality manages requirements, audits, findings and actions. The agent autonomously requests, reads, verifies and monitors each third party’s documentation and leaves the result in those systems.
Do I need GIITIC or can I use my current systems?
You can use your systems. The agent integrates with your ERP, CRM, document management system and contact channels through APIs, services, files or MCP where applicable. If you don’t have the base system, we provide agent modules with the capabilities it needs.
Who controls what the agent does?
Workforce AI centralizes permissions by agent, human approvals, traceability of requests, validations and approvals, statuses and errors, auditing and usage control. You define what it requests, what it validates and what it escalates.
How long does implementation take, and how much does it cost?
It depends on your systems, types of third parties, document requirements and volume. Starting from a prebuilt agent avoids developing from scratch. First we talk and scope the project with you; then we prepare the proposal. We don’t publish prices.
Next step

Ready to see your agent work in your process?

Let's talk about your operation. A consultant will review your process, your systems and your knowledge, and show you how the agent would work with your rules.

  • Demo of the agent with cases from your process.
  • Review of your systems and the available knowledge.
  • Estimate of the scope and the next step.

Let's talk about your process

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