Capture the intake
Portal uploads, scans from the post room and attachments from shared mailboxes land in one workspace. Classification separates application, proof, objection and decision and sets filing location and retention.
Industry public sector
Application in, file in view. Deadline and trail included.
Applications arrive through the portal, the post room and shared mailboxes. Documents are missing, deadlines run on.
PaperOffice captures every item, attaches it to the case number and shows which annex is still missing.
No credit card No template per form Processing inside the EU
Trusted by leading companies worldwide
OEM PARTNERSHIP
Hardware giants choose PaperOffice exclusively.
How it works
From intake to a complete case file.
Application, proof and objection take the same route: capture, read, attach, check for completeness.
Extract the data
AI-OCR reads scans, faxes and forms filled in by hand. IDP agents pull case number, application type, period, amounts and deadlines out as fields, each with source location and confidence.
Attach and check
The item is attached to the case number. A comparison against the expected fields and annexes shows what is missing, and a workflow puts the case in front of the responsible unit with its deadline.
Six ways into the case
- Web app Upload an item, check the fields, attach the case.
- Batch Capture post batches and combined PDFs at once.
- Workflow Capture, check, submit and file as a rule.
- Email intake Attachments from shared mailboxes land in the case.
- Connector Existing drives and departmental stores stay attached.
- MCP Claude, ChatGPT and Cursor work with the same permissions.
What this solution covers
From intake to file inspection.
Administrative cases need completeness, responsibility, deadlines and a trail that holds up under review.
- A case file, not a paper stack
Every item is attached to the case number, and sections work in separate workspaces with their own retention and permissions.
- Forms without templates
Case number, application type, period, amounts and the annex list arrive as fields, from old and hand-filled forms too.
- Redaction for disclosure
For file inspection, information requests and publication the redact agent permanently removes personal data.
- Steering the case
Workflows send incomplete applications back, route by responsibility and set follow-ups with a deadline.
- Four-eyes principle
Two-person approval and human-in-the-loop before a case moves on or leaves the authority.
- Search across cases
Semantic search finds files even without the exact case number, always with the permissions of the person searching.
- Deadlines and history
Deadlines are stored as fields, every version is kept, and every change is logged with person and timestamp.
- Connection to departmental systems
REST API, webhooks and MCP hand fields and files to existing departmental and archive systems.
What PaperOffice solves it with
Six building blocks, one administrative file.
Public administration uses the same modules as any other filing system, with a case number instead of a customer number.
AI-DMS The AI-DMS keeps the case file with versions, retention periods and WORM protection. Workspaces Workspaces separate departments and control who may open which case. Audit Center The audit center proves every access, change and approval on a case. Redact Agent The redact agent removes personal data for file inspection and information requests. Classification Classification separates application, proof, objection and decision at intake. PaperOffice Sign PaperOffice Sign collects electronic signatures for agreements and submissions.
Security and compliance
Citizen data stays in the EU.
Applications contain income, health and family circumstances. Access, processing and retention stay provable.
EU data centerISO 27001SOC 2 Type IIGDPR
Security and compliance Location
Processing in our own EU data centers, no US cloud.
Storage sovereignty
On request the files stay on your own storage on site through storage mounts.
Access
Permissions per workspace, workspace password and two-person approval for sensitive departments.
Traceability
Every view, every change and every approval is logged with person and timestamp.
Questions from public administration
What you should know before you start.
Does the AI decide on the application?
No. PaperOffice captures, reads and files the paperwork and shows what is missing. The decision stays with the responsible officer, and the submission carries fields, source locations and confidence for every extracted value.
How does the system spot an incomplete application?
You define per application type which fields and annexes are expected. If an annex or a mandatory field is missing, the case does not move into processing but into a follow-up with a deadline.
Can the data stay on our own premises?
Yes. With a storage mount the files stay on your own on-site storage, supported are NAS, SFTP, WebDAV and S3. PaperOffice reads them there and only creates metadata, index and results.
How does redaction for file inspection work?
The redact agent marks personal details, shows them in a preview and removes them permanently from the PDF. Original and redacted version stay separate, and both remain in the case file.
How does paperwork reach our departmental system?
Through the REST API, through webhooks or through a workflow that hands over fields and file. Existing drives, departmental stores and mailboxes are attached by connectors.
How is access to sensitive cases limited?
Permissions sit on the workspace. Departments can be separated, and workspace password, two-person approval and WORM protection guard especially sensitive holdings. Every access is logged.
What happens to paper files?
Post batches and legacy files run through classification and extraction as a batch. The split agent cuts combined PDFs at the document boundaries and names the parts after their content.
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Enterprise document management for all our mining operations. World class.
Printing & Packaging faster print approvals
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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-compliant documentation for pharmaceutical functional labels is now fully automated. 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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Laboratory & Medical Technology compliance rate
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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)
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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 compliance has never been easier.
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
Millions of user verifications and regulatory documents are processed fully automatically. Scaling without paper.
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.
Regulatory documents from 33 African countries, partner contracts, and audit trails are managed fully automatically. An enterprise DMS for a $3 billion fintech.
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
Centuries-old documents are now digitally searchable. A milestone for our historical archives.
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
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Patient records management is now a breeze. Everything automatically captured and archived.
Estate Services faster processing
Naslednik Serbien
Inheritance and estate documentation is now efficient and error-free.
Real Estate & Management efficiency gain
El Guijo Hausverwaltung Madrid
Digital property management for all our residential complexes. Tenants and owners are thrilled.
Industry & Packaging time saved in invoice processing
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With PaperOffice, we have accelerated our invoice processing by 99%. The AI automatically recognizes all relevant data and assigns it correctly.
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-compliant documentation for pharmaceutical functional labels is now fully automated. 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 compliance has never been easier."
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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Open mobile version Register free Open app PaperOffice App The full product: web, desktop, and mobile. Capture, organize, search, and work on documents with your team. Free account required Open playground Playground Try selected functions immediately — without registration, using a restricted demo API key. A restricted demo API key
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Choose an entry MCP Use PaperOffice in Claude, ChatGPT, Grok, or Le Chat. Start immediately with the demo archive, or use your own key after registration. Demo archive without sign-in, or your own key
