AI document automation for SMEs.
Office Vault reads documents, extracts the data inside them and routes them through workflows and approvals, so paper-bound processes become searchable, auditable and automated.
Paper processes slow SMEs down.
Many small and mid-sized businesses still depend on paper and manual data entry to handle invoices, proof of delivery, contracts and supplier documents. The work is slow, the data is hard to find again, and the audit trail lives in a filing cabinet.
Office Vault brings document management and AI together: it captures documents from email, scanner or upload, reads them with OCR and AI, extracts the key data, categorises and indexes the files and routes them through approvals and workflows. The result is a searchable, audit-ready document store that takes hours, not weeks, to stand up.
Capabilities
What Office Vault covers
Capture, data extraction, categorisation, workflows and approvals in one document platform.
AI and OCR capture
Read documents from email, scanner, copier or file upload and extract the key data automatically.
Categorise and index
Classify and index files so documents are searchable and surfaced where they are needed.
Document workflows
Route documents through the right steps, with approvals, review and handover built in.
Approvals and routing
Move documents between people and teams with clear, trackable approval steps.
Audit-ready DMS
Full audit trails, encryption and version history for POPIA and GDPR-ready document control.
Secure document store
A central, searchable repository that replaces scattered folders and filing cabinets.
Use cases
Built for document-heavy operations.
Wherever paper or PDFs slow a process down, Office Vault automates the capture and routing.
Invoice and PO automation
Capture invoices and purchase orders, extract the data and route them for approval.
Proof of delivery
Automate proof-of-delivery documents so they are searchable and tied to the right record.
Contracts
Store, route and approve contracts, then send them for signature through EasySign.
Scanner and copier capture
Send documents straight from the MFD into Office Vault workflows and storage.
Industries
Where it fits.
Office Vault serves document-heavy teams across logistics, financial services, manufacturing and HR.
Logistics and supply chain
PODs, invoices and shipping documents captured and searchable.
Financial services
Invoice, statement and contract automation with audit control.
Manufacturing
Supplier documents, POs and quality records in one store.
Human resources
Onboarding, contracts and employee records, routed and audited.
Why Office Vault
Live in hours, not months.
- Go live in a few hours with around 30 minutes of training
- AI and OCR that reads documents and extracts key data
- Workflows, approvals and routing built around how teams work
- POPIA and GDPR-ready audit trails, encryption and version history
- Capture from email, scanner, copier, file upload or sync
Fast to stand up
A practical implementation that does not need a long project to get going.
Audit-ready
Full audit trails and version history for compliance-ready record keeping.
Secure by design
Encryption and controlled access across the document repository.
Capture anywhere
Documents arrive from email, scanner, copier, upload or automated sync.
Same company, two offerings
Office Vault and EasySign.
Office Vault manages the document. EasySign signs it. Together they cover the full document lifecycle for the same vendor.
AI document automation: capture, data extraction, workflows, approvals and audit-ready document management.
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Simple electronic signatures for South African businesses: mobile-first, legally binding and securely hosted locally.
Explore EasySignDistributed by Symbiosys
Symbiosys Distribution brings Office Vault to market locally and across Africa, helping customers and partners stand up document automation with product guidance, onboarding and regional support.
Office Vault pairs naturally with the PaperCut ecosystem: capture documents at the device, manage them in Office Vault, and sign them with EasySign.
Get in touch
Talk to us about Office Vault.
Tell us which document process is slowing you down and we will walk you through how Office Vault would fit.