AI Document Extraction: Faster Data Entry

TenancyDesk's AI extraction reads uploaded documents and automatically fills in party details—turning slow manual typing into a quick review-and-confirm step.

Supported Documents

Emirates ID → Extracts 8 fields Passport → Extracts 7 fields UAE Visa → Extracts 6 fields Title Deed → Extracts 5 fields Contracts → Extracts dates and amounts

Accuracy: Highest on clear, colored scans — each field carries a confidence score so you can review before saving

How to Use AI Extraction

Step 1: Upload Document

Click "Upload" in Documents tab
Select file (PDF/JPG, max 10MB)

Step 2: Toggle AI Extraction ON

Switch labeled "Extract Data with AI"
Must toggle BEFORE uploading

Step 3: System Processes

Document uploaded to secure server
AI model analyzes (2-5 seconds)
Extracted data displayed

Step 4: Review & Confirm

Check extracted fields
Edit any incorrect values
Click "Confirm"
Data populated in deal

Time: 30 seconds total (vs 12 minutes manual)

What Gets Extracted

From Emirates ID:

Full Name (English + Arabic)
Emirates ID Number (784-YYYY-#######-#)
Nationality
Date of Birth
Gender
Issue Date
Expiry Date
Card Number

From Passport:

Passport Number
Full Name
Nationality
Date of Birth
Place of Birth
Issue Date
Expiry Date

From UAE Visa:

Visa Type (residence, work, investor)
Sponsor Name
Profession/Occupation
UID Number
Issue Date
Expiry Date

From Title Deed:

Owner Name
Plot/Parcel Number
Property Area (sqm)
Community/Project Name
Makani Number

Best Practices for Higher Accuracy

1. Use Colored Scans

AI trained on colored documents
Black & white scans noticeably reduce accuracy

2. Ensure Good Lighting

Natural light or bright indoor lighting
Avoid shadows across document

3. Capture All 4 Corners

Full document visible in frame
No cropped edges

4. High Resolution

Minimum 1200×800 pixels
Modern phone cameras easily meet this

5. Flat Surface

Document should be flat (not curved)
Use scanner if available

Common Issues that lower accuracy:

Blurry scan
Black & white scan
Partial scan (cropped)
Curved/wrinkled document

Best: Clear, colored, flat, full document

Real-World Time Savings

Manual Data Entry (Traditional):

Read Emirates ID field by field
Type each value carefully
Double-check for typos
Time: 12 minutes per tenant

AI Extraction + Review:

Upload document (10 seconds)
AI processes (5 seconds)
Review extracted data (15 seconds)
Confirm (5 seconds)
Time: 35 seconds per tenant

Savings: Review-and-confirm replaces field-by-field typing, cutting the time spent on data entry for every deal.

When AI Makes Mistakes

Common Errors:

Typo in ID Number - AI reads 5 as S
Date Format Confusion - DD/MM vs MM/DD
Name Spelling - Arabic names transliteration
Expiry Date - Unclear print on ID

How to Handle:

Always review extracted data
Compare against physical document
Correct errors before confirming
Report persistent issues to support

TenancyDesk logs accuracy:

Per document type
Per AI model version
Continuous improvement

Advanced: Contract Extraction

What AI Extracts from Contracts:

Contract Start Date
Contract End Date
Annual Rent Amount
Number of Cheques
Security Deposit
Landlord Name
Tenant Name

Accuracy: 85-90% (contracts vary more than IDs)

Use Case:

Upload signed contract
AI pre-fills key fields
Verify amounts and dates
Save 5-8 minutes per contract

Privacy & Security

Data Protection:

Documents encrypted in transit (TLS 1.3)
Encrypted at rest (AES-256)
AI processing on secure UAE servers
No data sent to third parties
Automatic deletion after 90 days (if deal cancelled)

Compliance:

UAE data residency requirements met

Your Control:

Can disable AI extraction anytime
Option to delete uploaded documents
Full audit log of who accessed what

Next Steps

Try AI extraction on next tenant Emirates ID
Compare time vs manual entry
Train team members on toggle switch
Monitor accuracy in your workflows