Democratizing Document Capture: How to Write Prompts That Put Your Data in Motion

Generative AI has transformed the way organizations extract data, capturing any document with simple, natural language prompts. But like any tool, its value depends on proper use and implementation. The good news is that generative AI capture is incredibly easy to use due to natural language prompts, allowing those with limited technical expertise to make changes within minutes.

Why Prompts Matter in Generative AI Capture

Prompts are the instructions you give to your AI engine, guiding it to extract exactly what you need. A poorly worded prompt can lead to misreads and missed fields. A clear, intentional prompt, however, ensures accuracy, consistency, and speed. Well-written prompts:

• Reduce errors and manual corrections.

• Ensure compliance with business and regulatory requirements.

• Accelerate data availability for downstream workflows.

• Deliver measurable ROI by making automation more efficient.

At Square 9, we’ve seen firsthand how strong prompt design can transform document-heavy processes, making them smarter and easier to manage at scale.

The Principles of Effective Prompt Writing

Great prompts share three qualities: clarity, context, and intent.

• Clarity involves using precise and unambiguous language to specify the fields you want. For example, asking for “Bill of Lading Number” instead of just “number” avoids confusion.

• Context tells the AI what type of document it’s working with, like an invoice, contract, or handwritten application. The more context you provide, the more accurate the output.

• Intent states the purpose behind your data capture, whether it’s for accounts payable, compliance, or onboarding. This helps shape how information is extracted and presented.

The right balance of detail matters. Sometimes a simple prompt works best; other times, a more descriptive one prevents ambiguity and improves accuracy.

Prompt Writing in Action: Real-World Use Cases

Here are just a few ways well-designed prompts drive better results in generative AI:

1. Header & Line Item Extraction

Whether it’s a Bill of Lading or an auto estimate, structured prompts guide the AI to accurately pull key fields like Shipping address, VIN, or Total Amount. Clearly labeled fields prevent misinterpretation and ensure seamless downstream automation.

2. Classification & Summarization

A concise prompt can classify documents as a purchase order, contract, or meeting minutes, while also producing a 100-word summary. This reduces manual routing and improves document visibility.

3. Contracts

Contracts can be complex, but prompts that train AI as if it were a new employee make them manageable. For example, instructing the AI to extract the Date, Contract Terms, or Countersigned status ensures business-critical details aren’t overlooked.

4. Handwritten Documents

Handwriting, checkboxes, and signatures are historically difficult for traditional OCR. By carefully structuring prompts, InquireAI can extract handwritten names, dates, and checkboxes, even when document formatting varies.

5. Normalizing Data

Prompts can even enforce consistent formats, like always returning dates in mm/dd/yyyy format. This reduces data cleanup and ensures uniformity across workflows.

Tips & Best Practices for Better Prompts

• Write in natural, role-based language: “You are a Contract Extractor…”

• Be explicit about formats (dates, phone numbers, dollar amounts)

• Account for variations like “Included” vs. numeric amounts

• Test, refine, and reiterate, prompt writing improves with practice

• Avoid confusing asks: barcodes, overly complex math, or vague field requests

By following these best practices, you’ll turn generative AI capture into a reliable extension of your team.

How Square 9 Can Help

Square 9 Softworks is a generative AI-powered platform that removes the frustration of extracting data from documents, forms, and all external sources, so you can harness the full power of your information. Release your team from repetitive tasks while your work flows freely in areas like accounts payable, order processing, onboarding, contract management, and more. The Square 9 platform captures your unstructured content, transforms it into clean, searchable data, and securely shares it across your organization to accelerate your decisions and actions.