Create an endpoint
In the web app, provide a scanner endpoint under storage mounts. PaperOffice creates separate credentials with a random password and the folder /inbox.
Network scanners · AI-DMS integration
From the scanner via SFTP into your workspace.
Scanners and multifunction devices send to the PaperOffice inbox via SFTP, and a connector picks up the scans.
Separate credentials per endpoint, import into exactly one workspace and new scans live in the upload dialog.
Inbox run by PaperOffice SFTP on port 2022 Set up in the web app
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MoreHow it works
Create an endpoint, set up the device, let the connector fetch.
PaperOffice provides your own SFTP inbox. Your scanner drops the scans there, and a connector brings them into a workspace.
Set up the device
On the scanner, add an SFTP scan destination: host sftp.paperoffice.ai, port 2022, folder /inbox, plus user and password from the app. Allow outbound TCP 2022 in the firewall.
Let it fetch
A connector fetches new scans at the set interval into exactly one workspace and then deletes them from the inbox. Without a connector, you pick up scans live in the upload dialog.
How scans arrive in PaperOffice
- Scanner inbox Your device drops scans via SFTP into the /inbox folder.
- Connector Fetches new scans at the interval into exactly one workspace.
- Upload dialog In the “Scanner” tab, new scans appear after a few seconds.
- Webhook A secret URL triggers the fetch immediately.
- Workspace OCR, classification and IDP per the workspace settings.
Capabilities
One inbox for your scanners.
PaperOffice runs the SFTP inbox. You set it up in the web app and enter it on the device as a scan destination.
- Inbox run by PaperOffice
You do not need your own server. Your device connects outbound over port 2022 to sftp.paperoffice.ai.
- Separate credentials per endpoint
A dedicated user, a 20-character random password and the /inbox folder. As the account owner, you can show the credentials again in the app at any time.
- Import via connector
New scans go into exactly one target workspace. Fetching runs every 30 minutes by default, adjustable down to one minute. The file is then deleted from the inbox.
- Immediate fetch via webhook
A secret webhook URL starts the fetch without waiting for the interval.
- Live in the upload dialog
In a workspace's upload dialog, the “Scanner” tab shows new scans after a few seconds. After the upload, they are deleted from the inbox.
- No half-transferred files
A file size stability check with a 20-second grace period prevents half-transferred scans from being imported too early.
- Processing per workspace
OCR, classification and IDP follow the target workspace. Accepted formats include PDF, JPG, PNG and TIFF up to 200 MB per file.
- Separated by department
For several target workspaces, create one endpoint with its own connector each. That keeps every department's scans separate.
Comparison
Three ways from scanner to DMS.
The difference shows in daily work: who runs the server, how do the scans reach PaperOffice, and who protects access?
| Comparison | Scan to a PC folder | Own SFTP server | PaperOffice scanner inbox |
|---|---|---|---|
| Infrastructure | PC or network share | Run and maintain a server | PaperOffice runs the inbox |
| Connection | PaperOffice cannot read SMB | Port forwarding or reverse SSH | Device connects outbound |
| Path into the DMS | Manual upload | Connector reads your server | Connector imports at the interval |
| Access | Network share permissions | Manage users yourself | Separate credentials per endpoint |
| Failed logins | Depends on setup | Set up protection yourself | IP ban after three failed attempts |
Security and operations
An isolated inbox per endpoint.
PaperOffice runs the scanner inbox and checks it every minute. Each endpoint has its own credentials and its own folder. Processing runs in PaperOffice's own data center in the EU.
EU data centerGDPRSFTP
Security and compliance Credentials
A dedicated user and a 20-character random password per endpoint, available again to the account owner in the app at any time.
Isolation
A separate chroot per endpoint, only /inbox writable, 1 GB quota. After three failed logins within ten minutes, the IP is blocked for 24 hours.
Transport
SFTP over port 2022. FTP for legacy devices is unencrypted and meant only as a fallback.
Monitoring
PaperOffice checks the inbox every minute from outside and internally, without logging in.
Frequently asked questions
Questions about the scanner inbox
Which devices can I connect?
Devices that send scans via SFTP with user and password to a server. There is no tested device list. The inbox runs OpenSSH with standard algorithms, and devices that only support outdated SSH algorithms may fail. Send a test scan first.
When does a scan reach the workspace?
With the connector's next fetch. The default is 30 minutes, adjustable down to one minute. A secret webhook URL triggers the fetch immediately. In an open upload dialog, new scans appear in the “Scanner” tab after a few seconds.
What happens to the files in the inbox?
After a successful import, the connector deletes the file from the inbox; this cannot be changed. Anything not fetched within 24 hours is deleted by the inbox itself. Without an active connector or an open upload dialog, scans are therefore lost. Each endpoint has 1 GB available.
Can I connect several departments separately?
Yes, with one endpoint and connector each. A connector serves exactly one target workspace, and credentials apply per endpoint. Each endpoint uses one storage mount from your plan's quota.
My device does not support SFTP. What now?
For legacy devices, FTP is available as a fallback: ftp.paperoffice.ai, port 21, passive mode over ports 21000 to 21100, with the same credentials. Only uploading is allowed. This connection is unencrypted, so password and scans travel in plain text. Use SFTP whenever your device supports it.
Can I log in with an SSH key?
No, the inbox accepts only user and password. The credentials cannot be changed. For new credentials, delete the endpoint and create it again.
Which files are imported?
Among others PDF, JPG, PNG, TIFF, BMP and GIF, Office and ODF files, TXT, CSV and MD, and EML and MSG, up to 200 MB per file. Only the /inbox folder is read, without subfolders. Other file types and files in subfolders are not imported and are deleted after 24 hours.
Does scan to e-mail or to an SMB folder work?
No. The inbox accepts scans via SFTP, and via FTP as a fallback for legacy devices. Scan to e-mail, scan to an SMB folder, FTPS and WebDAV at the inbox are not possible.
Case Studies
Customer Success Stories
Discover how businesses transformed their processes with PaperOffice AI.
Mining & Resources compliance rate
Kumul Minerals Holdings Limited
Enterprise document management for all our mining operations. World class.
Printing & Packaging faster print approvals
The Challenge Printing Company Inc.
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Industry & Manufacturing efficiency increase
K60-Gitterrostsysteme GmbH & Co. KG
Technical documentation and order processing now run fully automatically.
Public Administration faster processing
Ayuntamiento de Carrión de los Condes
Digitization has revolutionized our administration. Citizen inquiries are now processed in minutes instead of days.
Health & Medicine less administrative effort
Kardiologie Waldstrasse
Patient records, medical reports, and referrals are automatically captured and classified. Our practice team finally has time for their patients.
Hospitality & Entertainment faster document assignment
Okada Manila
8,000 employees and thousands of guest documents every day. PaperOffice has completely digitized our back-office processes.
Regional Bank faster credit review
PT Bank BPD DIY
Loan applications and compliance documents are now processed in minutes instead of hours. The regulatory review is fully automated.
Construction & Real Estate time saved
IDC Construcción
Construction project documentation and compliance are now digital and traceable.
Hospitality & Tourism fewer paper processes
The Palms Beach Hotel & Spa
Check-in forms, invoices, and guest communications are fully digital. Our concierge team now focuses on providing excellent service.
Energy & Gas Stations faster receipt processing
Q1 Energie AG
Gas station billing, supplier documents, and compliance records from over 250 stations are automatically processed and archived.
Pharma & Labels compliance documentation
Schreiner MediPharm GmbH & Co. KG
GMP-relevant documentation for pharmaceutical functional labels now runs automatically. Audit trails are seamless and instantly accessible.
Construction & Timber less planning effort
Baufritz GmbH & Co. KG
Blueprints, permits, and customer files for our wooden houses are now managed centrally. After six generations, we are finally paperless.
E-Commerce & Retail faster order processing
Roastmarket GmbH
Supplier contracts, certificates, and customs papers for hundreds of roasteries worldwide are automatically captured and assigned to the correct product.
Logistics & Transport faster freight documentation
Streck Transport GmbH
Temperature logs, CMR waybills, and food certificates are automatically scanned and assigned to the order. Misallocations are a thing of the past.
Logistics & Transport less search time
Nosta Group GmbH
Heavy transport permits, route plans, and project documentation are now instantly accessible digitally. No more searching through folders.
Logistics & Transport efficiency increase
Lagermax Lagerhaus und Speditions AG
Customs documents, warehouse receipts, and shipping orders for our Eastern European network are automatically classified. Four generations of logistics, finally digital.
Printing & Packaging digitized production documentation
Marzek Etiketten+Packaging GmbH
Printing specifications, customer approvals, and material certificates are now accessible centrally. The production error rate has dropped to near zero.
Packaging & Labels less administrative effort
Permapack AG
Sustainability certificates, supplier contracts, and customer specifications are processed automatically. Swiss precision, now also digital.
Construction & Real Estate faster project execution
Nordlin Ehitus OÜ
Building permits, subcontractor contracts, and acceptance protocols for our commercial properties are now fully documented digitally.
Real Estate & Management faster contract closing
Uus Maa Kinnisvarabüroo OÜ
Purchase agreements, exposés, and customer files from over 30 years of market leadership are now digitally searchable. Every agent finds everything in seconds.
Logistics & Freight faster customs clearance
CF&S Estonia OÜ
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Thousands of custom packaging orders per week, including design approvals, print data, and delivery documents. PaperOffice keeps it all together.
Laboratory & Medical Technology compliance rate
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Pathology lab documentation and device certifications are now fully automated. Seamless traceability for every specimen.
Regional Bank faster loan processing
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Loan documents, security papers, and customer correspondence are processed in minutes instead of hours. The regulatory review is seamless.
Steel Construction & Industry efficiency increase
Yamato Kogyo Co., Ltd.
Technical specifications, quality certificates, and recycling protocols for our steel production are central and instantly accessible.
Pharma & Labels faster approval processes
IL Kwang Label Co., Ltd.
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Fintech & Wealth Management automated KYC verification
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Luxury & Jewelry efficiency gain
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Commercial Bank less processing time
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Private Bank digitized client records
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Precision Metal & Manufacturing efficiency increase
Gulf Metal Industries LLC
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Steel Construction & Manufacturing less administration overhead
Pacific Steel Fabrications Ltd.
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Precision Parts & Manufacturing efficiency gain
Maple Precision Metalworks Ltd.
Aerospace certificates, CNC programs, and customer tolerances are automatically classified. AS9100 evidence has never been this easy to produce.
Fintech & Payments automated contract review
Clip SA de CV
Merchant contracts, KYC documents, and transaction receipts for hundreds of thousands of SMEs are processed in seconds. Mexico's payment revolution, paperless.
Premium Winery less documentation effort
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Digital Banking automated KYC verification
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Fintech & Payments faster onboarding
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E-Commerce & Organic efficiency gain
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Organic certificates, supplier audits, and product labels for thousands of natural products are automatically checked and archived.
Fintech & Payments automated compliance
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Pharma & Healthcare time saved
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Real Estate & Management efficiency gain
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Measurable customer success
90%
compliance rate
Kumul Minerals Holdings Limited92%
faster print approvals
The Challenge Printing Company Inc.85%
efficiency increase
K60-Gitterrostsysteme GmbH & Co. KG80%
faster processing
Ayuntamiento de Carrión de los Condes"Enterprise document management for all our mining operations. World class."
Mining & Resources "FDA-regulated pharmaceutical labels require seamless documentation. PaperOffice has reduced our approval process from days to hours."
Printing & Packaging "Technical documentation and order processing now run fully automatically."
Industry & Manufacturing "Digitization has revolutionized our administration. Citizen inquiries are now processed in minutes instead of days."
Public Administration "Patient records, medical reports, and referrals are automatically captured and classified. Our practice team finally has time for their patients."
Health & Medicine "8,000 employees and thousands of guest documents every day. PaperOffice has completely digitized our back-office processes."
Hospitality & Entertainment "Loan applications and compliance documents are now processed in minutes instead of hours. The regulatory review is fully automated."
Regional Bank "Construction project documentation and compliance are now digital and traceable."
Construction & Real Estate "Check-in forms, invoices, and guest communications are fully digital. Our concierge team now focuses on providing excellent service."
Hospitality & Tourism "Gas station billing, supplier documents, and compliance records from over 250 stations are automatically processed and archived."
Energy & Gas Stations "GMP-relevant documentation for pharmaceutical functional labels now runs automatically. Audit trails are seamless and instantly accessible."
Pharma & Labels "Blueprints, permits, and customer files for our wooden houses are now managed centrally. After six generations, we are finally paperless."
Construction & Timber "Supplier contracts, certificates, and customs papers for hundreds of roasteries worldwide are automatically captured and assigned to the correct product."
E-Commerce & Retail "Temperature logs, CMR waybills, and food certificates are automatically scanned and assigned to the order. Misallocations are a thing of the past."
Logistics & Transport "Heavy transport permits, route plans, and project documentation are now instantly accessible digitally. No more searching through folders."
Logistics & Transport "Customs documents, warehouse receipts, and shipping orders for our Eastern European network are automatically classified. Four generations of logistics, finally digital."
Logistics & Transport "Printing specifications, customer approvals, and material certificates are now accessible centrally. The production error rate has dropped to near zero."
Printing & Packaging "Sustainability certificates, supplier contracts, and customer specifications are processed automatically. Swiss precision, now also digital."
Packaging & Labels "Building permits, subcontractor contracts, and acceptance protocols for our commercial properties are now fully documented digitally."
Construction & Real Estate "Purchase agreements, exposés, and customer files from over 30 years of market leadership are now digitally searchable. Every agent finds everything in seconds."
Real Estate & Management "Ocean freight documents, customs declarations, and bills of lading are automatically captured. Baltic Sea logistics has never been so efficient."
Logistics & Freight "Thousands of custom packaging orders per week, including design approvals, print data, and delivery documents. PaperOffice keeps it all together."
E-Commerce & Packaging "Pathology lab documentation and device certifications are now fully automated. Seamless traceability for every specimen."
Laboratory & Medical Technology "Loan documents, security papers, and customer correspondence are processed in minutes instead of hours. The regulatory review is seamless."
Regional Bank "Technical specifications, quality certificates, and recycling protocols for our steel production are central and instantly accessible."
Steel Construction & Industry "Pharma and cosmetic label specifications with regulatory requirements are automatically checked and approved. No more manual checklists."
Pharma & Labels "KYC documents, investment reports, and regulatory filings are classified in seconds. As an MAS-regulated robo-advisor, seamless compliance is essential."
Fintech & Wealth Management "Safety data sheets, transport permits, and ADR documents for chemical logistics are automatically assigned. Zero tolerance for errors."
Logistics & Transport "Certificates of authenticity, supplier records, and customer warranties for our pearl collections are automatically archived and instantly accessible."
Luxury & Jewelry "SME loan applications, security documents, and regulatory reports are automatically classified. Our advisors have more time for customer consulting."
Commercial Bank "Customer files from over 135 years of banking history are being successively digitized. 5,000 employees now have instant access to all documents."
Private Bank "Microcredit applications and compliance documents for millions of customers are now processed in minutes instead of days. A game changer for financial inclusion."
Development Bank "Hundreds of thousands of delivery notes and return slips per day are processed automatically. Vietnam's leading e-commerce logistics provider, now paperless."
E-Commerce Logistics "CNC manufacturing protocols, material certificates, and customer specifications for oil, gas, and aerospace projects are now fully documented digitally."
Precision Metal & Manufacturing "Vision 2030 requires complete digitization. PaperOffice processes government documents for Saudi Arabia's digital backbone."
GovTech & IT "Material certificates, hardening protocols, and customer specifications are automatically assigned to the correct order. Australia's only Q&T manufacturer, now paperless."
Specialty Steel & Industry "Weld seam protocols, structural calculations, and project plans are managed digitally. Our workshop teams have access in real time."
Steel Construction & Manufacturing "Aerospace certificates, CNC programs, and customer tolerances are automatically classified. AS9100 evidence has never been this easy to produce."
Precision Parts & Manufacturing "Merchant contracts, KYC documents, and transaction receipts for hundreds of thousands of SMEs are processed in seconds. Mexico's payment revolution, paperless."
Fintech & Payments "Harvest documentation, export certificates, and quality protocols for our high-altitude Malbecs are automatically archived. 120 years of winemaking tradition, now digital."
Premium Winery "Millions of user verifications and regulatory documents are processed fully automatically. Scaling without paper."
Digital Banking "Merchant onboarding documents and compliance records for Africa's leading payment provider are processed in minutes instead of days."
Fintech & Payments "Organic certificates, supplier audits, and product labels for thousands of natural products are automatically checked and archived."
E-Commerce & Organic "Regulatory documents from 33 African countries, partner contracts, and audit trails are managed fully automatically. An enterprise DMS for a $3 billion fintech."
Fintech & Payments "Prescriptions and medication management now run fully automatically. More time for our patients."
Pharma & Healthcare "Centuries-old documents are now digitally searchable. A milestone for our historical archives."
Religious Institution "Our caregivers finally have more time for residents instead of paperwork."
Care & Health "500,000+ records digitized. Our deputies now find all information instantly."
Government & Administration "Patient records management is now a breeze. Everything automatically captured and archived."
Medicine & Healthcare "Inheritance and estate documentation is now efficient and error-free."
Estate Services "Digital property management for all our residential complexes. Tenants and owners are thrilled."
Real Estate & Management "With PaperOffice, we have accelerated our invoice processing by 99%. The AI automatically recognizes all relevant data and assigns it correctly."
Industry & Packaging "PaperOffice has become indispensable to our daily work. Orders, quotes, and invoices are now automated."
Trades & Crafts "The documentation of our care services is now digital and automated. More time for our patients."
Care & Health "Technical drawings, bills of materials, and quality protocols are instantly searchable. A search that used to take 30 minutes now takes 30 seconds."
Mechanical Engineering & Manufacturing "Client receipts, tax assessments, and annual financial statements are automatically sorted and assigned to the correct client. Receipt chaos is a thing of the past."
Tax Advisory & Legal "Project documentation, SLAs, and customer communication for our IT consulting projects are automatically classified and archived."
IT & Consulting 30sec
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