From the receipt to the entry — the AI suggests, a person confirms.
Upload by file or camera, AI analysis on request, review step by step, filing by property and a search that knows what is inside the documents. Stored in the EU, analysed in Frankfurt am Main.
From the incoming receipt to the entry — in one place.
Upload by file or camera
PDF and images, one at a time or many at once, by drag and drop in the browser or with the camera of a phone; several shots are combined into a single PDF. A file that has been here before is recognised by its content and not filed a second time.
AI analysis that makes suggestions
On request a language model reads the receipt and suggests document type, sender, date, amounts, period, meter readings and the account to book it on. Every suggestion carries its confidence, and whoever prefers to enter it personally chooses “Enter manually” instead.
Checked before anything is posted
The path runs through up to eight steps: analysis, document data, assignment, financial data, meter readings, prepayments, registration, summary. Each step shows what was suggested; an entry only comes into being after you confirm.
Filed by property, year and type
The folder comes into being on its own as the document is filed, and next to it the document hangs on the owner, the lease, the creditor, the payment and the entry it became. For an invoice with a due date the filing sets a reminder seven days ahead.
Search and chat across the content
The list searches file name, sender, subject and recipient; the AI search goes beyond that into the text of the documents. In the chat you can put questions to the whole stock, and the answer names the documents it came from.
Templates and mail merges
Word and PDF templates with placeholders that are filled with the recipients' data, plus ready-made platform templates to adopt. Many recipients in one go, output as a file or onward into the letter dispatch.
What the filing has to answer to.
§ 147 AO
Ten years of retention — keeping the deadline stays your business
KI-VO
What a model produces is called a suggestion in the interface
Art. 28 DSGVO
Documents in the EU, analysis in Frankfurt am Main
§ 130 BGB
Proof of receipt for letters that go through the tenant portal
§ 259 BGB
Accountability towards the owner, receipt by receipt
Art. 20 DSGVO
The whole stock with the original files as an export, on your own
What managers ask about the filing.
Which files can be uploaded?
PDF and images, up to five megabytes per file. Several files go at once; pages taken with the camera are combined into a single PDF before upload. Other formats — Word, Excel, ZIP — are not accepted.
Which AI is used, and where do the documents go?
The analysis runs on Google Cloud Vertex AI in the europe-west3 region (Frankfurt am Main) with Google Gemini, currently Gemini 2.5 Flash. The files themselves lie in the private object storage Cloudflare R2, whose storage area is limited to the EU. Your content is not used to train the models; the full chain is on the security page and in Annex 3 of the data processing agreement.
Does the AI get everything right?
No, and the whole process is built on that. Recognition is reliable for cleanly scanned standard invoices from German utilities and tradespeople; it is unreliable with handwritten additions, multi-page collective invoices, periods that cross the turn of the year and tables with several tax rates. In doubt a language model will name a plausible figure rather than say it cannot find one. That is why a person stands before every entry and checks the values against the receipt.
How many documents are included in the price?
Filing, searching and managing is unlimited. Only the AI analyses are limited: 20, 50, 100 or 200 a month depending on the plan. Every run counts, so a second analysis of the same receipt counts again. Every new workspace starts with a one-off credit of 100 analyses, and if that is not enough there are 100 more for 20 euros on request, which do not expire.
Does the filing satisfy the retention duty under § 147 AO?
It helps, but it does not take the duty off you. The receipts lie unchanged in their original form, every step on them is in the log — including for documents that were deleted long ago — and the application deletes nothing by itself. There is no lock that protects a document against manual deletion for ten years; a freeze in that sense exists today only in the bookkeeping. After the contract ends the stock stays available for 60 days, and meeting the deadlines of § 147 AO and § 257 HGB by exporting in time remains your task under § 7 of the terms.
Can we send receipts to the filing by email?
No. Documents come in through the browser or through the camera of a phone; there is no address to forward invoices to, and no connection to a scanner either. It is not built, and we would rather say so now than after the move.
Who sees which documents?
The filing belongs to the property management. Search and chat only answer from your own stock, for owners only from their own properties, and caretakers and tenants have no access to the filing at all. In the tenant portal a document is visible only once it has been released for that explicitly.
Filing that already knows the portfolio.
Fourteen days free, no payment details. After that the access ends by itself if you do nothing further.