Collect the paperwork
Post comes from the scanner, leases from the mailbox, invoices from the portal and handover photos from the mobile app. Connectors attach existing drives so you do not have to reorganise a single folder.
Industry real estate
One property, one file. Deadlines included.
Leases, statements, minutes and invoices are spread across folders, mailboxes and network drives.
PaperOffice reads them, links them to property and unit and keeps every deadline in sight.
No credit card Third-party contract layouts too Signature from the file
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How it works
From the post room into the property file.
Lease, service charge statement and contractor invoice take the same route: collect, extract, link, follow up.
Extract property data
AI-OCR reads scans, faxes and photos. IDP agents pull base rent, advance payments, deposit, term, notice period, allocation key and amounts out as fields.
Link and follow up
Every document sits with property, unit and contract party. Deadlines are stored as fields, workflows report them in time, and leases go into signing through PaperOffice Sign.
Six ways into the property file
- Web app Upload a lease, check the fields, link the property.
- Batch Folders of legacy leases and statements at once.
- Workflow Intake, approval, deadline alert and filing as a rule.
- Email intake Attachments from the management mailbox land in the property.
- Connector Existing drives, SFTP and S3 stay your storage.
- MCP Claude, ChatGPT and Cursor query property paperwork.
What this solution covers
From the lease to the HOA resolution.
In property management what counts is whether a document sits with the right unit and whether the deadline surfaces in time.
- A file per property and unit
Portfolio, billing and HOA stay separate, and every document is linked to property, unit and contract party.
- Contract fields without templates
Base rent, advance payment, deposit, term, notice and stepped rent clauses are extracted from third-party layouts too.
- Redaction before sharing
Tenant details can be permanently removed before paperwork goes to owners, buyers or service providers.
- Rules for the office
Workflows send contractor invoices into approval, report deadlines and file checked paperwork with the property.
- Approval and signature
Amounts above your limit go to approval, leases and minutes go into electronic signing through PaperOffice Sign.
- Search across the portfolio
Semantic search finds clauses, resolutions and receipts across every property, even without a file reference.
- Deadlines and versions
Notice, stepped rent and inspection dates are stored as fields, and every contract version stays available for comparison.
- Connection to your software
REST API, webhooks and MCP hand fields and files to your property management and accounting systems.
What PaperOffice solves it with
Six building blocks, one property file.
The property file is built from the same modules that carry the rest of the platform.
AI-DMS The AI-DMS keeps the property file with versions, deadlines and your own storage. IDP Agents IDP agents pull rent, deposit, term and allocation key out of any contract layout. AI-OCR AI-OCR reads scans, faxes and photos, including handwritten handover reports. Contacts & Relations Contacts and relations link tenants, owners and contractors to their documents. PaperOffice Sign PaperOffice Sign collects electronic signatures for leases and minutes. Smart Search Smart search finds clauses and resolutions across the whole portfolio.
Security and compliance
Tenant and owner data stay protected.
Leases, statements and minutes carry bank details, addresses and resolutions. Access and filing stay traceable.
EU data centerISO 27001SOC 2 Type IIGDPR
Security and compliance Location
Processing in our own EU data centers, no US cloud.
Storage sovereignty
With storage mounts the files stay on your NAS, SFTP or S3 storage.
Retention
Retention period per document type, WORM protection and deletion rules per workspace.
Traceability
Every version, every approval and every signature is logged with person and timestamp.
Questions from property management
What you should know before you start.
Does this work with our own contract layouts?
Yes. Extraction reads layout and context instead of fixed coordinates, so third-party and decades-old templates work too. You define once which fields a property file needs, including custom ones such as parking space or modernisation surcharge.
Are deadlines tracked?
Notice periods, stepped rent dates and inspection dates are taken over as fields and shown in the timeline and the property file. A workflow reports them in time to the responsible person.
How are service charge statements handled?
Line items, allocation key, period and amounts arrive as fields. If the line items do not add up to the final amount, the statement goes to review instead of straight into filing.
Can tenants submit documents themselves?
Attachments from tenant and contractor emails land in the right workspace through the email intake and are classified there. Photos from the handover appointment come in through the mobile app.
How do leases get signed?
PaperOffice Sign sends the document, tracks its status and files the signed version back into the property file. The whole process stays visible in the audit trail with person and timestamp.
How do legacy leases get into the property file?
Existing folders run through as a batch or are attached as a storage mount. Classification and extraction link every legacy contract to property and unit, without copying or renaming files.
Who sees which paperwork?
Permissions sit on the workspace. Portfolio, billing and HOA can be separated, and external parties only get the section they need, with tenant details redacted if you wish.
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faster print approvals
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faster processing
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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."
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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."
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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."
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Fintech & Wealth Management "Safety data sheets, transport permits, and ADR documents for chemical logistics are automatically assigned. Zero tolerance for errors."
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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."
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Care & Health "500,000+ records digitized. Our deputies now find all information instantly."
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Estate Services "Digital property management for all our residential complexes. Tenants and owners are thrilled."
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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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