Capture, intelligent document processing, TotalAgility workflow and RPA, implemented properly and wired into the system that actually holds the record. Now branded Tungsten Automation, and still Kofax to everyone who works with it.
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Overview
Kofax is what a lot of organisations reach for when the paperwork will not go away. Invoices, claims, onboarding packs, proof of delivery, anything that still arrives as a scan or a PDF and has to become a row in a system of record. The platform is good at that, and it is good at the messy middle: the exceptions, the approvals, and the handful of documents a month that need a person to look at them.
Worth knowing if you are searching for it now: Kofax was renamed Tungsten Automation in 2024. TotalAgility, Capture, RPA and Power PDF all carry the Tungsten name on current licensing. Most teams we work with still say Kofax day to day, so this page uses both.
We implement, extend and integrate the platform: capture and classification, intelligent document processing, TotalAgility workflow, RPA, and the connections into SAP, Oracle, Dynamics, ServiceNow or whatever your system of record happens to be. We also do a fair amount of rescue work on installations that were configured once, years ago, by someone who has since left.
Kofax capabilities
Scanners, email, shared drives, SFTP and APIs all feeding one intake. Kofax Capture sorts what arrives, splits batches, and classifies by document type before anything downstream has to guess what it is looking at.
Extraction that copes with layouts you have never seen. Template matching handles the forms that never change; machine learning handles the 300 supplier invoices that all look different, which is the part template-only setups never solve.
The routing, approvals, escalations and exception queues around the documents. This is usually where the actual business value sits, because extraction without a workflow just produces data nobody acts on.
Bots for the systems that have no API and never will. Useful, and worth keeping an honest eye on: a bot that drives a screen is a maintenance commitment every time that screen changes.
SAP, Oracle, Dynamics, ServiceNow, Salesforce and in-house applications, connected properly rather than through an overnight file drop. The document is only finished when the record is updated.
Straight-through processing rate, touch rate per document type, where exceptions cluster and what they cost. Without these numbers nobody can tell whether the platform is earning its licence.
Services
Roughly half our Kofax work is new implementation and half is fixing or extending something already running. The second kind usually starts with a throughput number somebody cannot explain.
A new installation, scoped around the document types you actually receive. We start with a sample of real post, not a specification, because the volume of odd layouts is always the thing that decides the design.
Moving off an old Kofax Capture installation, onto TotalAgility, or from on-premise to cloud. Long-lived installations accumulate undocumented customisation, so the first deliverable is usually an inventory of what is actually in there.
Custom modules, scripts, connectors and API work to fit the platform to your process instead of the other way round. Built to survive a platform upgrade, which is a design constraint rather than an afterthought.
Improving the extraction you already have: better training sets, sharper validation rules, and a straight look at which document types are worth automating further and which are cheaper left alone.
For installations where throughput has quietly degraded or exception queues have become somebody’s full-time job. We measure first, and the finding is often configuration drift rather than anything wrong with the licence you are paying for.
Monitoring, exception handling, model retraining as your document mix shifts, and a named engineer who knows your configuration. Available whether or not we built the original installation.
End-to-end process
Step 1
We take a real sample across a real month, including the awkward end of it. Counting how many layouts you genuinely receive is what sets the extraction approach, and it is the step most often skipped.
Step 2
What happens when extraction is confident, what happens when it is not, and who owns the queue in each case. Designing the unhappy path first tends to produce a better happy path.
Step 3
Capture profiles, classification, extraction models, TotalAgility workflow and the integrations into your system of record. Configuration is version-controlled, so an upgrade does not mean rediscovering what was set and why.
Step 4
Models trained on your documents, validation rules tightened against real failures, and thresholds set deliberately. Confidence thresholds are a business decision about the cost of a wrong value, not a technical default.
Step 5
The new flow runs alongside the current one on live volume. Straight-through rate and error rate get compared on the same documents, which is the only comparison anybody should accept.
Step 6
Go-live, then close support while the genuinely odd documents arrive. After that, retraining as your supplier or customer mix changes, because a model tuned to last year’s post slowly stops working.
Industry
Kofax work concentrates wherever paper and PDFs still gate a process: accounts payable, claims, onboarding, proof of delivery, admissions. We have been building software across 16+ sectors for 16+ years, which mostly means we know which document types are worth automating and which are cheaper left with a person.
Expert Insights
Almost every failing Kofax installation I have looked at failed in the same place, and it was never the OCR. Somebody scoped it against a specification instead of against a month of real post, the number of layouts turned out to be four times the estimate, and the exception queue quietly became a job. Count the documents first. It is a dull week and it decides the whole project.
Capture vs. TotalAgility
This is the decision that sets your licence cost and how much of the process the platform actually owns. It gets made by inheritance more often than by analysis, usually because a previous supplier licensed one of them. It is worth revisiting at renewal.
| Factor | Kofax Capture | TotalAgility |
|---|---|---|
| What it is | A capture platform. Scan, classify, extract, validate, export. | A workflow platform with capture inside it. |
| Where the work ends | At the export. Something downstream has to take it from there. | At the business outcome: the approval, the posting, the case closed. |
| Extraction | Strong on structured and semi-structured documents, especially with stable layouts. | The same engine plus machine learning and an exception queue with a user interface around it. |
| Who touches exceptions | A validation operator, in a thick client, usually in one team. | Whoever owns that step, in a browser, wherever they sit. |
| Integration | Export connectors into a system of record. | APIs, connectors and orchestration across several systems, with state in between. |
| What it costs to run | Lower licence footprint. Cost reappears as the manual work still sitting downstream. | Higher licence footprint. Justified only if the workflow is genuinely replacing manual routing. |
| Best suited to | High-volume, well-understood intake feeding one destination. Mailroom and archive work. | Multi-step processes with approvals and exceptions: invoices, claims, onboarding, lending. |
| Our default | Start here when the requirement really is capture and the downstream process already works. | Start here when the pain is routing, approvals and chasing, not the reading of the document. |
Why Choose Us
Sphinx has completed 16 successful years in the industry, helping businesses with technology and digital transformation, including AI-powered solutions across major industry verticals.
We have a dedicated and reliable team of AI engineers, ML scientists, data engineers, and MLOps specialists covering every role in the AI development lifecycle.
We have delivered more than 1,500 solutions through a results-driven approach, many to recurring clients who keep expanding their AI capabilities with us.
We have a dedicated in-house team, experienced and skilled across AI development, software engineering, QA, DevOps, and cloud infrastructure.
We are trusted by 750+ clients for best-in-class AI solutions at competitive rates, with the delivery accountability enterprise clients demand.
Our client-centric approach and high-calibre AI engineering, built on current models and frameworks, have made us a trusted partner for businesses building AI.
Connect with us
The rename, which product fits, and what to do about an installation that has stopped performing. Get in touch.
Yes. Kofax was renamed Tungsten Automation in 2024 and the products were renamed with it, so Kofax TotalAgility became Tungsten TotalAgility and so on. Your existing licences and installations are the same software. Most people we work with still say Kofax in conversation, and both names turn up in search, which is why this page uses both.
Capture, TotalAgility, RPA and Power PDF, plus the integrations around them into SAP, Oracle, Dynamics, ServiceNow, Salesforce and in-house systems. We work on installations we did not build at least as often as ones we did.
That is a common starting point. We measure first: straight-through processing rate by document type, where exceptions cluster, and how much manual handling is actually left. The cause is more often configuration drift and stale extraction models than anything wrong with the platform.
They answer different questions. If the problem is reading a document and understanding it, that is capture and intelligent document processing. If the problem is that a system has no API and somebody is retyping between two screens, that is RPA. Plenty of processes need both, and we will say so if yours does not need either.
A single document type into one destination is a matter of weeks. A multi-step process with approvals and several integrations runs over months, and the document study at the start does more to set that timeline than anything else. Underestimating the number of real-world layouts is the usual reason projects slip.
Yes. TotalAgility runs in a cloud deployment as well as on-premise, and we work with both. Which one fits depends less on preference than on where your documents come from and what your data residency obligations are.
Yes. Monitoring, exception handling, model retraining as your document mix changes, and a named engineer who knows your configuration. That last part matters more than it sounds: most Kofax installations are heavily customised, and generic support cannot help you.
