We built an end-to-end automation solution for a plaque company that needed to extract leads from thousands of government-issued PDF documents each week. These documents contained personal details and affiliations of potential customers but manually processing them was extremely time-consuming. Our system now processes all those files in a few hours and delivers thousands of qualified leads weekly complete.
Problem Statement
The client’s manual process involved downloading large Excel sheets from government sources. These sheets included links to thousands of PDF documents, each containing names, addresses, and company affiliations—sometimes for multiple individuals. After identifying leads, the team had to manually search for their emails to reach out.
Challenges included:
4,000–5,000 documents to process every week
Manual extraction of names and addresses from unstructured PDFs
Time-consuming email lookup process
High third-party costs due to repeated email searches
Too complex and resource-heavy for a small team to handle consistently
Solution
We created a custom software solution that fully automates the weekly lead generation process from start to finish
Key Features:
Automatically reads Excel sheets and fetches linked PDFs
Extracts person-specific data from each PDF, even if multiple people are listed
Uses state-of-the-art OCR and fine-tuned LLMs to ensure accurate extraction
Integrates a third-party API to find verified email addresses
Tracks all found emails in a built-in database to avoid redundant API calls
Converts all extracted information into a ready-to-use lead list
Process / Approach
N/A
Technical Workflow
Weekly Sheet Upload: User uploads the Excel sheet with document links
PDF Retrieval & Processing: All PDFs are downloaded and processed using AI-powered parsing models
Data Extraction: Names, addresses, and company affiliations are extracted
Email Discovery Email addresses are fetched via third-party services & Results are cached in a database to avoid repeated lookups
Lead Generation Output: Cleaned and structured lead list exported in Excel format, ready for outreach
Challenges Faced
Documents often had inconsistent formatting and multiple individuals
Avoiding repeated API charges for the same email lookups
Ensuring high accuracy in extracting structured data from noisy sources
Keeping the tool lightweight and easy for a small team to operate weekly
Impact
Reduced a full week’s manual work to just a few hours
Enabled consistent weekly lead generation from complex government datasets
Delivered thousands of qualified leads per run, including contact emails
Lowered operational costs by tracking previous lookups
Empowered a small team to scale outreach without hiring more staff