Filing & admin
Stop renaming Scan0124 and hunting for Tuesday’s delivery note.
Scan filing
We point it at the scan folders and Drive or Dropbox you already use. Cloud-based — we can get you set up.
What you save
The hour lost every week on naming and filing.
Phone snaps and printer pages land in the right Drive or Dropbox folder.
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 Drive or Dropbox
It lands in the folder the team already opens.
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.
Phone scan
Snap and forget
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
Google Drive or Dropbox
Purchases
12 today
Menus
2 today
Compliance
1 today
Letters
0
Drive or Dropbox
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.
Google Drive or Dropbox
Files land where the rest of the business already looks — Drive or Dropbox — so 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.
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.
- Drive or Dropbox — do we have to switch?
- Use the one you already have. The point is to file into the folders the team already opens.
- Is this the same as the invoicing product?
- No. Scan filing is the general ‘read it, name it, put it away’ job. Invoicing is the supplier-price and accounts pack. Many operators want both.
Free trial
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. When we improve the whole system, your location updates with it.
Get started