Add a source
Under Knowledge Base AI › Operational sources you choose the connection: JTL-Wawi, Holded, push, pull REST, JSON file, JSON records or price list. PaperOffice stores credentials encrypted.
Business data for AI agents · AI-DMS module
Where is my order? Your agent looks it up.
PaperOffice mirrors orders, shipments and prices from your ERP or shop for website chat and phone agent.
Order data only after verification, prices straight from your price list. Your system stays unchanged.
Read-only access Verification before answers JTL-Wawi, Holded, JSON
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MoreHow it works
Connect, map, answer.
In the web app the feature is called Operational sources. It mirrors data from your system as records. Website chat and phone agent read order data only after verification.
Map and preview
With the universal interface you set JSON paths for key, status and lookup fields in the Mapping tab. The recipes for JTL-Wawi and Holded bring their own mapping. The preview shows up to 20 records before you save.
Verify and answer
In the Proof tab you decide how customers identify themselves: order number plus postal code, optionally an SMS code or caller number. Then website chat and phone agent give the status. Prices from the price list need no verification.
Where the business data works
- Web app Add sources, map fields, run preview and sync.
- Ingest URL Your ERP or shop sends records via HTTPS POST to a secret URL.
- Website chat Answers status and price questions on your website.
- Phone agent Gives order, invoice and delivery status on the phone.
- Quotes by e-mail Written quotes as PDF go to the customer's e-mail address on request.
- Helpdesk ticket Custom sizes and follow-up questions go to your sales team as a ticket.
Capabilities
Records, not articles.
What no knowledge article can hold is in the order itself. Operational sources make it available to your agents, protected by verification.
- Seven kinds of records
Orders, shipments, supplier orders, prices, quotes, invoices and returns, each with key and status. No embeddings, no search across all orders.
- Verification before answers
Order or invoice number plus postal code, optionally an SMS code or caller number. A verification lasts 15 minutes and covers only that case.
- Recipes for JTL-Wawi and Holded
Ready-made mapping for both systems. If an order is missing at verification or older than 15 minutes, PaperOffice fetches it directly.
- Universal interface
Push to a secret ingest URL, pull of an HTTPS JSON API, JSON file or JSON records. You map fields with JSON dot paths.
- Price list
Prices by SKU or description without verification, with discount or markup, your own price wording and search terms. The import from a PDF in the DMS takes rows with EAN-13 or GTIN after a preview.
- Quotes as PDF
The agent creates written quotes with their own number range, files them in a workspace and sends them by e-mail on request.
- Sync on an interval
Pull sources and recipes sync every 15 minutes to 7 days, 180 minutes by default. PaperOffice applies push data on arrival.
- Read-only
Nothing changes in the source system. Credentials are stored encrypted, requests go only to public HTTPS targets.
Comparison
The question about the order.
No knowledge article answers a question like “Where is my order?”. Here is how the options differ.
| Comparison | FAQ-only chat | Request by e-mail | PaperOffice with business data |
|---|---|---|---|
| Where is my order? | Generic answer without the order | Answer once the team gets to it | Status from the order after verification |
| Price of an item | Only if a knowledge article states it | After checking with the team | From your price list, no verification |
| Written quote | Not available | Created by hand | PDF with its own number |
| Keeping data current | Articles maintained by hand | Team looks it up in the system | Sync on an interval or by push |
| Special requests | No handover | Lands in the inbox | Ticket for your sales team |
Security and compliance
Answers only for the right person.
Customers see only the records of their own case, and only after verification. Credentials are stored encrypted, and the mirror is kept in our own data center in the EU.
EU data centerGDPRRead-only access
Security and compliance Verification
Number plus postal code with at most 20 attempts per number in 10 minutes. The SMS code has 6 digits and is valid for 10 minutes.
Scope
A verification lasts 15 minutes and covers only the records of that case. The agent's view contains neither e-mail nor phone number from the record.
Credentials
Keys and tokens are stored encrypted. Requests go only to public HTTPS targets on port 443, without redirects.
Source system
Read-only: PaperOffice changes nothing in your ERP or shop. If you delete a source, its records are deleted with it.
Frequently asked questions
Questions about business data for AI agents
What are operational sources?
That is the name of the feature in the web app under Knowledge Base AI. It mirrors business data from ERP, shop or accounting as records: orders, shipments, supplier orders, prices, quotes, invoices and returns. Website chat and phone agent answer from it and give order data only after verification.
Which systems can I connect?
There are ready-made recipes for JTL-Wawi and Holded. Other systems connect via the universal interface: push to an ingest URL, pull of an HTTPS JSON API, JSON file via HTTPS or JSON records. For this, your system needs to send or provide JSON over HTTPS. CSV, Excel, XML and database access via SQL are not supported.
How does PaperOffice protect order data?
The agent reads an order only after verification: order or invoice number plus postal code, an SMS code to the number on the record, or on the phone the caller number if you allow that at the source. The verification lasts 15 minutes and covers only that case. There is no search across all orders.
How current is the data?
Pull sources and recipes sync on an interval between 15 minutes and 7 days, 180 minutes by default. Sync now starts a run right away. PaperOffice applies push data on arrival. With JTL-Wawi and Holded, PaperOffice fetches an order directly at verification if it is missing or older than 15 minutes.
Does PaperOffice write back to my system?
No. The source is only read, nothing changes in your ERP or shop. PaperOffice keeps a mirror of the records, including the contact fields used for verification. Push and pull create or update records but do not delete individual ones. If you delete the source, its records are deleted with it.
Which agents use the data?
The website chat and the phone agent of your account. The chat agent in the web app and mobile app as well as MCP clients do not access these records.
Does the agent quote prices too?
Yes, from your price list by SKU or description, without verification. You set discount or markup, the price wording and search terms. The agent creates written quotes as PDF with their own number range and sends them by e-mail on request. Custom sizes and follow-up questions go to your sales team as a ticket.
How many records does a source handle?
At most 500 records per run or call. Pull reads one response per run, without paging. Push accepts up to 60 calls per 10 minutes and source. So send larger stocks by push in packages.
Which plan do I need?
You add sources with Knowledge Base AI from the Plus plan. Answers in the website chat or on the phone require Conversation AI from the Professional plan.
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.
FDA-regulated pharmaceutical labels require seamless documentation. PaperOffice has reduced our approval process from days to hours.
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
Ocean freight documents, customs declarations, and bills of lading are automatically captured. Baltic Sea logistics has never been so efficient.
E-Commerce & Packaging efficiency gain
Packhelp Sp. z o.o.
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
Sakura Finetek Japan Co., Ltd.
Pathology lab documentation and device certifications are now fully automated. Seamless traceability for every specimen.
Regional Bank faster loan processing
Johnan Shinkin Bank
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.
Pharma and cosmetic label specifications with regulatory requirements are automatically checked and approved. No more manual checklists.
Fintech & Wealth Management automated KYC verification
Endowus Pte. Ltd.
KYC documents, investment reports, and regulatory filings are classified in seconds. As an MAS-regulated robo-advisor, seamless compliance is essential.
Logistics & Transport faster hazmat documentation
Freight Links Express Holdings Ltd.
Safety data sheets, transport permits, and ADR documents for chemical logistics are automatically assigned. Zero tolerance for errors.
Luxury & Jewelry efficiency gain
Selberan Sdn Bhd
Certificates of authenticity, supplier records, and customer warranties for our pearl collections are automatically archived and instantly accessible.
Commercial Bank less processing time
Kiatnakin Phatra Bank PCL
SME loan applications, security documents, and regulatory reports are automatically classified. Our advisors have more time for customer consulting.
Private Bank digitized client records
Hatton National Bank PLC
Customer files from over 135 years of banking history are being successively digitized. 5,000 employees now have instant access to all documents.
Development Bank faster microfinance review
BRAC Bank PLC
Microcredit applications and compliance documents for millions of customers are now processed in minutes instead of days. A game changer for financial inclusion.
E-Commerce Logistics faster parcel documentation
Scommerce JSC (Giao Hàng Nhanh)
Hundreds of thousands of delivery notes and return slips per day are processed automatically. Vietnam's leading e-commerce logistics provider, now paperless.
Precision Metal & Manufacturing efficiency increase
Gulf Metal Industries LLC
CNC manufacturing protocols, material certificates, and customer specifications for oil, gas, and aerospace projects are now fully documented digitally.
GovTech & IT digitized government documents
Elm Company
Vision 2030 requires complete digitization. PaperOffice processes government documents for Saudi Arabia's digital backbone.
Specialty Steel & Industry faster quality documentation
Bisalloy Steels Pty Ltd
Material certificates, hardening protocols, and customer specifications are automatically assigned to the correct order. Australia's only Q&T manufacturer, now paperless.
Steel Construction & Manufacturing less administration overhead
Pacific Steel Fabrications Ltd.
Weld seam protocols, structural calculations, and project plans are managed digitally. Our workshop teams have access in real time.
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
Bodega Catena Zapata
Harvest documentation, export certificates, and quality protocols for our high-altitude Malbecs are automatically archived. 120 years of winemaking tradition, now digital.
Digital Banking automated KYC verification
Ualá
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Fintech & Payments faster onboarding
Yoco Technologies (Pty) Ltd
Merchant onboarding documents and compliance records for Africa's leading payment provider are processed in minutes instead of days.
E-Commerce & Organic efficiency gain
Faithful to Nature (Pty) Ltd
Organic certificates, supplier audits, and product labels for thousands of natural products are automatically checked and archived.
Fintech & Payments automated compliance
Flutterwave Inc.
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Pharma & Healthcare time saved
HealthInLoc Apotheke Lissabon
Prescriptions and medication management now run fully automatically. More time for our patients.
Religious Institution digitized archives
Patriarchat Lissabon
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Care & Health less documentation effort
Seniorenresidenz am Park
Our caregivers finally have more time for residents instead of paperwork.
Government & Administration faster access
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500,000+ records digitized. Our deputies now find all information instantly.
Medicine & Healthcare less manual effort
Via Creative Leipzig
Patient records management is now a breeze. Everything automatically captured and archived.
Estate Services faster processing
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Real Estate & Management efficiency gain
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Digital property management for all our residential complexes. Tenants and owners are thrilled.
Industry & Packaging time saved in invoice processing
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Trades & Crafts less manual work
Herrmann Handwerk
PaperOffice has become indispensable to our daily work. Orders, quotes, and invoices are now automated.
Care & Health less documentation effort
Hartung Pflegedienst
The documentation of our care services is now digital and automated. More time for our patients.
Mechanical Engineering & Manufacturing faster document search
Doratec Maschinenbau
Technical drawings, bills of materials, and quality protocols are instantly searchable. A search that used to take 30 minutes now takes 30 seconds.
Tax Advisory & Legal efficiency increase in receipt processing
Cebras Steuerberatung
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.
IT & Consulting efficiency increase
Butterfly IT Consulting
Project documentation, SLAs, and customer communication for our IT consulting projects are automatically classified and archived.
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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