Filing & admin
Stop renaming Scan0124 and hunting for Tuesday’s delivery note.
Watches phone scans and printer scans, reads them, names them properly, and files them into the cloud store you already use — Google Drive, Dropbox, OneDrive, Box, iCloud, or another.
Scan filing
We point it at the scan folders and the cloud storage you already use. Cloud-based — we can get you set up.
An hour back each week
You stop renaming Scan0124
Named and filed
Phone snaps and printer pages, put away
Your cloud store
The folders the team already opens
No special app
Staff keep scanning the way they already do
Staff and the flow
Staff scan as usual. Varlo names it.
Phone or printer — the same snap they already take. The mark sits between the photo and the folder you already open.
- Varlo
Staff scan
Phone or printer, as they already do.
VarloNamed, not Scan0124
A delivery note you can find next month.
Lands here
Your files
- Google Drive
- Dropbox
- Box
- OneDrive
- iCloud
- Proton Drive
- Nextcloud
Filed
The folder the house already opens.
Scan. Named. Filed.
01
Staff scan as usual
Phone or printer
02
Read and named
Not Scan0124
03
Filed
The cloud folder you already open
Example files
- Google Drive
- Dropbox
- Box
- OneDrive
- iCloud
- Proton Drive
- Nextcloud
- +Yours — we will connect it
A selection of examples — not a shortlist, and not official partnerships. We make a connector that files into the cloud store you already open — including names not listed.
No more of this
What comes off the week
Stops the hour lost every week renaming ‘Scan0124’ and hunting for last Tuesday’s delivery note.
Scan0124.pdf on someone’s camera roll
Hunting for Tuesday’s delivery note
A printer tray that never gets filed
Another place to search
Savings and benefits
What scan filing gives back
Stops the hour lost every week renaming ‘Scan0124’ and hunting for last Tuesday’s delivery note.
The hour lost every week on naming and filing.
Phone snaps and printer pages land in the folder the team already opens.
Delivery notes, menus, and certificates stop living on someone’s camera roll.
What it does
Watches phone and printer scans, reads them, names them, files them.
The flow
- 01
Staff scan as they already do
Phone photo or printer. No special app.
- 02
Read and named
The scan is read and given a sensible name.
- 03
Filed to the store you already open
It lands in the folder the team already uses — whichever cloud storage that is.
The software running
Dashboards, lists, alerts — cropped from the live kit
Anonymised as The Oak. Enough chrome to see it is real software. Not every screen, and not your data.
Watched folders
Just filed
Phone · 14:02
Delivery note · 14 Aug
Filed → Drive / Purchases
Printer · 13:40
Menu reprint · lunch
Filed → Dropbox / Menus
Phone · 11:18
Gas certificate
Filed → Drive / Compliance
Filing inbox
Phone and printer scans, named and filed. Not the whole folder tree.
Varlo
Snap and forget
Phone scan · The Oak
Delivery note · County Drinks
Named and sent to Drive / Purchases
From the phone
Snap the delivery note. It is named and sent.
Drive · Purchases
Named, not Scan0124
- 2026-08-14 County Drinks delivery.pdf
- 2026-08-13 Oak Farm Foods delivery.pdf
- 2026-08-12 Gas cert The Oak.pdf
Named files
Dates and suppliers — not Scan0124.pdf.
Destinations
The store you already open
Purchases
12 today
Menus
2 today
Compliance
1 today
Letters
0
Your cloud folders
Purchases, menus, compliance — the folders you already use.
Who it is for
Any hospitality office that still photographs paperwork or uses a printer-scanner — independents through to groups.
Phone scans and printer scans
The same watch covers photos from a phone and pages coming off the printer. Staff keep scanning the way they already do.
Read, named, filed
Each scan is read, given a sensible name, and put in the right folder. Delivery notes, menus, and letters stop living as Scan0124.pdf on someone’s camera roll.
Whatever cloud storage you already open
Files land where the rest of the business already looks — Google Drive, Dropbox, OneDrive, Box, iCloud, or another. We connect the store you run. You are not adding another place to search.
A quiet time saver
Nobody enjoys filing. Doing it automatically is one of those jobs that disappears from the week and never comes back.
How it goes in
Stage by stage — not a six-month programme
The enterprise suites sell a long project and a project team. We walk the house, put the first module in, and you see it running. Then it is a monthly direct debit, and the next job waits until you need it.
01
On site or Zoom
Walk the house
The week as it actually runs — till, diary, paperwork, who does what. We say what to put in first.
You getA first module, not a shopping list.
02
A cloud login
Set up the first module
Scan filing is the start on this page. We set it up around the house you already run.
You getThe software in your week, not a classroom.
03
A trial login
See it for 48 hours
Try it — or browse a system already running in a pub.
You getYou see it running before a monthly debit.
04
Recurring and modular
Go live on monthly direct debit
Pay monthly by UK direct debit for the modules you use. Extra modules are cheaper the more of the suite you run.
You getOne module live. The rest wait.
05
When you need it
Add the next job
Heating, paperwork, payroll, rooms, scans, contractors — the next pain, not the whole catalogue at once.
You getThe week gets lighter, one job at a time.
That is the implement path. Not a project team, and not six months before anyone logs in.
Questions people ask
- Do staff have to use a special app to scan?
- No. They keep using the phone or the printer. The system watches those scans and does the naming and filing.
- Do we have to move to Google Drive or Dropbox?
- No. Use the store you already have. The connector files into the folders the team already opens — including systems not named on this page.
- Is this the same as the invoicing product?
- No. Scan filing is the general ‘read it, name it, put it away’ job. Goods-in is invoices, prices, remittances, and the books. Many operators want both.
We’ll set you up
Start with scan filing
Plans are modular and recurring, billed monthly by UK direct debit. We can get you set up. Extra modules are discounted the more you use.
- Watches phone scans and printer scans
- Reads them and gives them a sensible name
- Files into the cloud store you already use
- Staff keep using the phone or the printer