Document Validation
Document validation is Optible's AI-powered check on files applicants upload. It reads documents and confirms that the information in them matches what's claimed in the application.
What Document Validation Does
When an applicant uploads a document (like a tax return, energy bill, or invoice), Optible reads it and checks:
Does this document exist and is it readable? — The file has to be a valid PDF or image
Does the document match the claim? — If the applicant says they paid $50,000 for a project and uploads an invoice, does the invoice show $50,000?
Are key dates and names consistent? — If they claim the work happened in January, does the document confirm that timeline?
Is there anything unusual? — Does the document raise a red flag (e.g., dates don't align, figures don't match, signatures are missing)?
Optible doesn't just flag "yes" or "no." It extracts the actual data it finds and points to the specific part of the document where it found it. That's called a citation.
Which Document Types Are Commonly Checked
Optible handles a range of document types. Common ones include:
Financial documents — Tax returns, invoices, receipts, bank statements, profit & loss statements
Energy bills — For grants with energy efficiency criteria
Proof of payment — Invoices marked "paid", bank transfer receipts, payment confirmations
Governing documents — Constitutions, trust deeds, incorporation certificates, by-laws
Certificates and qualifications — Professional credentials, training completion, accreditation certificates
Letters of support — From partners, referees, or recommenders
If you have unusual document types you want validated, talk to our support team about adding them.
What Gets Extracted
Optible pulls out specific data points that matter for decision-making. Typical extractions include:
Names and ABNs — For organisation and individual identification
Dates and amounts — Critical for matching claims to evidence
Payment status — Whether a payment is confirmed as received
Compliance markers — Audit approvals, sign-offs, or certifications shown in the document
Timeline information — Start dates, end dates, project duration
All extracted data appears in the validation result, so assessors can quickly confirm the document supports the application claim.
How Citations Work
Citations are the trust mechanism in document validation. When Optible extracts a fact from a document, it shows you:
What it found (the extracted data)
Where it found it (page number, or highlighted text from the document)
The confidence level of the extraction (high, medium, or low)
So if an invoice says $25,000, the citation shows that exact figure and the line it came from. You can see the document yourself and verify Optible got it right.
Understanding Validation Flags
When validation flags an issue, it falls into one of these categories:
Mismatch — The document says something different from what the application claims. For example, the applicant says the invoice is $50,000 but it's actually $45,000
Missing information — The document doesn't have a required field. For example, there's no date on the receipt
Unclear or unclear document — The file is blurry, too small, or damaged. Optible can't read it properly
Inconsistency — Multiple documents tell different stories. Applicant uploaded two invoices for the same work with different amounts
Potential fraud indicator — Something looks artificially altered (though this is rare and usually needs human confirmation)
Not every flag means the application should be rejected. Sometimes it just means an assessor needs to follow up with the applicant for clarification.
How Assessors Review Validation Results
In Optible, validation results appear on the Documents tab of each application. For each uploaded file, you'll see:
The document name and upload date
Validation status (Passed, Flagged, or Unable to Validate)
Key data extracted from the document
Any flags raised
A link to view the original file
Assessors can then:
Accept the validation result and trust it
Review the original document themselves if they want to double-check
Add a comment if they think the Optible made a mistake
Request the applicant provide additional documents or clarification
When Validation Passes vs. Flags
Validation passes when:
The document is clear and readable
The facts in the document match the claims in the application
All expected fields are present
There are no inconsistencies with other documents
Validation flags when:
There's a mismatch between document and claim
The document is hard to read or incomplete
Critical information is missing
Something looks suspicious or inconsistent
Flags don't automatically reject an application. They just tell assessors "check this one carefully."
Why Document Validation Matters
For grants, documentation is often the make-or-break evidence. Document validation speeds up the trust-building process:
For assessors — You get a quick read on whether documents support the application, without reading every page yourself
For your organisation — You have an audit trail showing which documents support which claims, and what Optible found
Configuring Document Validation
Grant administrators can configure which document types trigger validation and what Optible should look for. Settings include:
- Which documents are required (vs. optional)
- What validation checks apply to each document type
- Notification preferences (should assessors be alerted if a validation fails?)
Talk to your administrator if you want to adjust validation settings for your grant.