AI in the office · incoming post, receipts, filing
Never type up a receipt or hunt for a folder again.
The AI reads incoming documents, recognises type, sender, date, amount and case, names them properly and files them where you look for them. You find every document in seconds — by searching in plain language. Once it is set up, the system belongs to you.
What it does for you
The benefit — concretely.
- Receipts are no longer typed up: the AI recognises sender, date, amount and case.
- Consistent file names and folders — everyone on the team finds everything, even years later.
- Search in plain language: “Müller invoice, roof gutter, last spring”.
- Fully local on request — sensitive documents never leave your business.
What is included
This is part of it.
- Recording of your document types and filing structure
- AI recognition and automatic naming/filing
- Connection to scanner, mailbox or network drive
- Full-text and AI search
- Team briefing and short documentation
- Full source code and all access credentials
How it runs
Four steps — you know in advance what happens.
Stocktaking
Which documents come in, who searches for what, where does it sit today? Result: filing structure and fixed price.
Setup
I set up recognition, naming and filing — first with test documents, then with your real ones.
Trial run in daily work
One week in parallel with the old way. Whatever the AI files wrongly gets sharpened up.
Handover
Briefing, documentation, all credentials. Maintenance optional — cancellable monthly.
Maintenance yes — dependency no.
You pay for the solution once, after that it belongs to you: full source code, all credentials, documentation. Technology does need care, of course — which is why I offer maintenance (Updates, monitoring, adjustment to new document types, a short line to me when questions come up). It is cancellable monthly.
You can leave at any time and change developer — I deliberately build so that anyone else can take over. Loyalty should come from usefulness, not from a contract.
Evidence from practice: Case 301: translating confidential documents in-house →
Frequent questions
What gets asked beforehand.
Does this meet German GoBD record-keeping rules?
The filing can be set up in an audit-proof way (unalterable storage, log). For the tax assessment we coordinate with your tax adviser — I build the technology, they confirm the procedure.
Do I need new hardware for this?
Usually not. For the variant where the AI runs entirely in-house, a small machine with a graphics card can make sense — we settle that during the stocktaking, with a fixed amount.
What happens if you are no longer available?
Nothing dramatic. Code, credentials and documentation belong to you — any other developer can take over. That is exactly why I build it this way.
Does this fit your business? Let’s talk it through in 30 minutes.
Document management with AI · free first conversation · fixed price in writing up front · no lock-in