Turn paper into structured work — with an audit trail and your ownership.
Our Document Intake system captures scans, emailed PDFs, and phone photos, extracts the key facts, and routes tasks to the right department. It matches your existing process, keeps a clean log, and files documents automatically by period.
Same-ownership model: deployed under your accounts; you keep the keys and data.
What it does (need-to-know)
- ✔Ingest scans, emailed PDFs, and photos into a single inbox.
- ✔Read the content automatically (OCR) and normalize dates, totals, IDs.
- ✔Classify & route to the right department using your editable rules.
- ✔File & retain documents into year/month folders with a permanent link.
- ✔Log everything for audit: who/what/when and the source file.
Why teams choose this
- Familiar workflows. We fit your folder structure and approvals—no rip-and-replace.
- Department-level customization. AP ≠ HR ≠ Compliance; rules reflect reality.
- Own it outright. No lock-in; it continues running without a subscription.
- Auditable from day one. Clean log that stands up to review.
How it fits your day-to-day
- Drop documents into the intake inbox (scanner, email alias, or phone).
- Extract key facts automatically—dates, totals, parties, keywords.
- Map to Department and Category via your rules table.
- Route to the correct queue and file the document in the current month.
- Report from the audit log (search & filter by period, type, or status).
Stack details are intentionally minimal: OCR + rules + routing with an audit log. That’s all most teams need to understand and govern.
Where it shines
| Department | Examples | Outcome |
|---|---|---|
| AP / Finance | Invoices, statements, vendor docs | Faster coding & approvals; fewer missing documents |
| HR | I-9s, onboarding packets, certifications | Completeness checks and easy retrieval |
| Operations | Work orders, delivery docs, service tickets | Queue visibility and SLA flags |
| Compliance / Legal | Licenses, renewals, official notices | Due-date capture and reliable filing |
Implementation timeline
| Week | Milestone | Deliverable |
|---|---|---|
| 1 | Access & discovery | Folder plan, sample docs, starter rules |
| 2 | Platform live | Intake flow, OCR, filing, audit log |
| 3 | Department customization | Rules, routing, acceptance test |
| 4 | Go-Live | Schedule, runbook, brief admin training |
Pricing
Own it once. Upgrade when you’re ready. An annual ops audit keeps improvements moving without subscriptions.
| Offer | Price | What’s included |
|---|---|---|
| Receipt Intake & Organizer (one-time) | $999 | OCR, de-duplication, clean categories, monthly/category/vendor summaries. |
| Document Intake Pack — per department (one-time) | $1,100–$1,400 | Intake, parsing, routing and reporting sized to that department’s flow. |
| Ops Audit & Upgrades (Annual) — optional | TBD | Yearly metrics review, rules tightening, minor enhancements, log hygiene, and a 12-month roadmap — plus optional hands-off scheduling/routing with reconciled logs and human-in-the-loop organization for edge cases and verified filing. |
- Per-department pricing flexes by volume, sources, and approval flow.
- Multi-department discounts available when scoped together.
- Bundle eligibility with AI Audit available.
Next step: start with Receipt Intake or one department; we confirm the exact quote after a short scope check.
Same-ownership model
Ready to turn paper into structured work?
We’ll demo with 3 of your real documents end-to-end.