Payment data from the document
Entity recognition pulls IBAN, BIC, bank name, account holder, amount, currency, due date and recipient out of the invoice, each with its source location in the original.
Risk payment fraud
New bank details? Check first, approve after.
The most common scheme is a changed IBAN on an invoice that otherwise looks entirely consistent.
IBAN against earlier documents, sender against disposable domains, amount against your limit. Approval comes after.
No credit card PaperOffice moves no money Four-eyes principle configurable
Trusted by leading companies worldwide
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Hardware giants choose PaperOffice exclusively.
How it works
Before the approval, not after it.
A transfer is hard to claw back. So the checking sits where the decision is made: at the approval.
Check against what you already have
The IBAN is compared with earlier documents from the same partner and with your master data, the VAT ID against VIES, the sender address for disposable domains and deliverability, the PDF for covered text and later save states.
Approval instead of transfer
PaperOffice moves no money. It decides whether a document is approved and handed to your payment system. On a finding, or above your amount limit, the document waits until a second person has agreed.
Where payment checking runs
- Manual Look at a single instruction before approving it.
- Batch Run a whole payment batch through the checks at once.
- Workflow Checking, approval, escalation and handover run as a rule.
- Workspace Every newly filed payment document is checked right away.
- REST API Check payment proposals from your ERP and return a status.
- MCP Trace an approval from Claude, ChatGPT or Cursor.
What this solution covers
Everything that sits before the click.
Payment fraud lives on urgency. These are the points PaperOffice makes visible before anyone approves.
- Bank details from the document
IBAN, BIC, bank name and account holder are read as fields, each with a source location.
- Matched against history
If the bank details deviate from earlier documents of the same partner, that becomes visible.
- Account holder and name
The account holder is held against the name on the document and against your master data.
- Check the sender
The email address behind the instruction for disposable domain, syntax, MX record and deliverability.
- VAT ID against VIES
Company name and address from the EU registry, with a timestamp as proof.
- Document integrity
Was text covered, swapped or added to the PDF in a later save state?
- Approvals with deadlines
Four-eyes principle, amount limits and escalation when nobody decides in time.
- Logged without gaps
Who approved which payment on what grounds, immutably in the trail.
What PaperOffice solves it with
Six building blocks, one approval.
The checking sits in the same system as the document. Nobody has to switch tools.
Trust Agent The Trust Agent checks whether text in the PDF was covered or changed after the fact. Entities Entities read IBAN, BIC and account holder and compare them with your master data. VAT Validator VAT validation confirms company name and address for the VAT ID, with a timestamp. Fake Email Detector Fake email detection checks the sender for disposable domains and deliverability. Workflow Agents Workflow agents hold the approval, hand out tasks with deadlines and escalate. Audit Center The audit centre logs every approval immutably, with person and timestamp.
Security and compliance
Approvals have to be provable.
With payments it is not only the decision that counts, but also who made it and on what basis.
EU data centerISO 27001SOC 2 Type IIGDPR
Security and compliance Location
Processing in our own EU data centers, no US cloud.
Immutable
Log entries carry an integrity hash and cannot be edited afterwards.
Roles
Approval levels and limits per team, workspace and amount.
Traceability
Document, finding, approval and timestamp sit together in the trail.
Questions about payment checking
What you should know before you start.
Does PaperOffice execute payments?
No. PaperOffice has no access to your accounts and triggers no transfer. It checks the document, manages the approval and hands over to your payment or accounting system only afterwards.
How does PaperOffice know which IBAN is right?
From your own records. It compares against earlier documents from the same partner and against your master data. The first IBAN is therefore not a truth but a reference that later changes stand out against.
What happens when a bank change is genuine?
The document waits once. After a call back through a known channel and the approval, the new details become the reference for future documents. Who confirmed it stays in the trail.
Does this help against forged instructions by email?
It moves the decision away from the email. What gets checked is the document, the order reference, the bank details and the sender address, and without a document there is no approval. An urgent request alone is no longer enough.
Can we define limits and levels ourselves?
Yes. Amount limits, approval levels, deadlines and escalation paths are configured per team, workspace or supplier, either from building blocks or by describing them in the AI builder.
What about payment runs from our ERP?
Proposals can be handed over for checking through the REST API or a workflow. A status comes back per line, so your system only executes what was approved.
Does it stay auditable?
Yes. Every check, every approval and every rejection sits in the audit trail with person, timestamp and reason, exportable as PDF, CSV or JSON.
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Enterprise document management for all our mining operations. World class.
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Industry & Manufacturing efficiency increase
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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
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IDC Construcción
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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
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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
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Logistics & Transport faster freight documentation
Streck Transport GmbH
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Logistics & Transport less search time
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Logistics & Transport efficiency increase
Lagermax Lagerhaus und Speditions AG
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Nordlin Ehitus OÜ
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Real Estate & Management faster contract closing
Uus Maa Kinnisvarabüroo OÜ
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Steel Construction & Industry efficiency increase
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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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Private Bank digitized client records
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GovTech & IT digitized government documents
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Steel Construction & Manufacturing less administration overhead
Pacific Steel Fabrications Ltd.
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Precision Parts & Manufacturing efficiency gain
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Fintech & Payments automated contract review
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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
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E-Commerce & Organic efficiency gain
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Pharma & Healthcare time saved
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Prescriptions and medication management now run fully automatically. More time for our patients.
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Patriarchat Lissabon
Centuries-old documents are now digitally searchable. A milestone for our historical archives.
Care & Health less documentation effort
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500,000+ records digitized. Our deputies now find all information instantly.
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PaperOffice has become indispensable to our daily work. Orders, quotes, and invoices are now automated.
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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-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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