“Finding one document takes half an hour”
Search inside the content, not just the filename
OCR extracts the text of every scanned PDF. Type a word and SmartDoc finds it inside the pages and highlights exactly where it sits.
Document management · AI-powered OCR · Workflow · Signing
Every document your company produces, in one place — from the scanner to the shelf.
SmartDoc scans, reads and classifies your documents with artificial intelligence, routes them for approval and signature, and keeps a record of everything that happens. No lost paper, no files stuck waiting on a signature.
Installable as an app · Built in Portuguese and English · Support based in Luanda
10modules in production
OCRAzure Document Intelligence
100 MBper uploaded file
PWAinstallable on desktop and mobile
100%of operations audited
The problem
The document exists. Nobody knows where it is.
Three symptoms that always show up together — and what SmartDoc does about each one.
“The file is stuck waiting for a signature”
Routing with deadlines, alerts and named owners
Set recipients, order, deadline and priority. Whoever has to act gets an in-app and email notification. Anything overdue turns red on the dashboard.
“Nobody knows who changed, viewed or deleted what”
Full history per document and per process
Every movement is recorded: who opened, edited, signed or returned it. Deletion is logical before it is permanent — nothing disappears by accident.
The modules
Ten modules in production, working as a single system
Organised by company, branch and user profile. Each person sees exactly what they are entitled to see.
Document management
Hierarchical folders, drag-and-drop upload, rename, copy, move, share, send by email, and view PDFs and images with zoom and rotation.
Scanning & OCR
Monitored scanner folder, batch processing, text extraction by Azure and automatic detection of the document type.
Search
By name, extracted content, class, type, metadata, location, company, branch or user — with the matching words highlighted on the page.
Recycling & purging
Logical deletion with restore, plus a controlled process to identify and remove duplicates.
Workflow
Sequential, parallel or mixed routing, with deadlines, priorities, confidentiality, return, rejection and automatic closing.
Signing
Hand-drawn signature placed on the page you choose, with a permanent signed copy and a digital signature embedded in the PDF.
Contracts
Full lifecycle: draft, clauses, parties, approvals, immutable versions, obligations, milestones, guarantees and expiry alerts.
Archivist
Daily output, individual and global targets, completion rate, target versus actual, exportable to PDF and Excel.
Reporting
Classification map, operational balance, output by period, user, branch and group, recent audit trail and exportable inventory.
Users & branches
Access profiles, membership of several branches, default branch, per-user SMTP and account history.
Scanning and artificial intelligence
The scanner dumps the paper. SmartDoc handles the rest.
The document arrives through the scanner folder and lands classified in the right place. Nobody types a filename.
- The inbox folder is watched and files are reserved, so two machines never process the same document.
- Azure Document Intelligence extracts the text and structure of every page.
- Azure OpenAI suggests the document type — invoice, receipt, contract, memo, official letter, minutes, CV, payment order.
- The archivist confirms or corrects the suggestion. Human correction always wins.
- Failed jobs are logged with the original error message and can be retried.
Workflow and routing
A process with an owner, a deadline and a defined path.
Stop emailing around to ask where the file got to. It is on the dashboard.
- Several documents per process, with recipients in a defined order.
- Participants marked as required or for information only.
- Sequential, parallel or mixed validation, depending on the decision at hand.
- Low, medium, high or urgent priority, with a deadline and overdue alerts.
- Approve, comment, return, reject, sign or close — all recorded.
- In-app and email notification, with delivery failures logged.
Contract management
From draft to renewal, without missing an expiry date.
A contract stops being a PDF in a folder and becomes a live record, with status, owners and obligations.
- Created from a template, with automatic numbering and its own reference code.
- Parties, sortable clauses, annexes, guarantees, amendments and evidence.
- Statuses: draft, review, approval, adjustments, signature, active, suspended, expired, terminated, closed.
- Approvers tied to a workflow process and to digital signing.
- Obligations, milestones, incidents with severity, and validity alerts.
- Immutable versions and a full audit trail of every change.
Physical archive
Paper has an address too.
Few document management systems care about the box, the bundle and the shelf. This one does — because paper still exists here, and people still have to find it.
QR Code labels
Generated by the system and attached to each archive box.
Box, bundle, numbering
Every document knows which box and which bundle it is stored in.
Sheet counting
PDF pages are counted automatically and audited box by box.
Exportable audit
Inconsistent counts are detected, corrected and exported to Excel.
Checkout notes
Records who took the physical document, with ID, reason and expected return date.
Missing files
The system detects physical files that are absent or whose path no longer matches.
Security and control
Who sees what is your decision, not an accident.
Company and branch separation runs through the whole system, and every sensitive operation leaves a trace.
Argon2id passwords
Modern storage with Argon2id or Bcrypt, never in plain text.
CSRF tokens
Every sensitive operation is protected against forged requests.
Per-document permissions
Private documents, hidden from specific users, inheriting folder permissions.
Real upload validation
MIME type is verified and potentially executable files are blocked.
Access profiles
Administrator, Archivist, Consultant and IT, each with its own restrictions.
Audit and soft delete
Errors, movements and changes are logged; nothing is destroyed without passing through the recycle bin.
An honest note: the digital signature embedded in PDFs uses internally generated certificates. Qualified legal validity requires integration with a recognised certification authority — and we do that with you if your sector demands it.
Who it is for
Built for organisations that produce serious volumes of paper.
Law firms
Case files per client, contracts, powers of attorney and deadlines that cannot slip.
Public sector
Official letters, minutes, decisions and routing between departments, fully traceable.
Banking & insurance
Payment orders, banking documents and archives with controlled retention.
Accounting
Invoices and receipts scanned, read and classified without manual entry.
Healthcare
Clinical and administrative records with per-document privacy.
Industry & mining
Supply contracts, guarantees, milestones and decades of historical archive.
Installable application
It opens like a program, not a forgotten browser tab.
SmartDoc installs on desktop and mobile with its own icon, a direct shortcut to document search and a courtesy page when the connection drops. Operations that depend on the database naturally still need the network.
Frequently asked
What people ask before deciding
Does SmartDoc run on our server or in the cloud?
Either. It runs on Apache with PHP and MySQL or MariaDB, which allows installation on your own server or on dedicated hosting. The choice usually comes down to your internal data policy.
Do we need to buy new scanners?
No. SmartDoc reads from a network folder where the scanner drops its files. Any device that can scan to a folder will do.
Does text recognition work on old or handwritten documents?
The engine is Azure Document Intelligence, which handles printed documents well, including faxes and old copies. Handwriting is recognised with variable quality — in those cases human classification remains the decisive step.
Which file types are supported?
PDF, Word, Excel, images and email messages, up to 100 MB per file. Both the extension and the real file type are validated before upload.
Can you migrate the archive we have already scanned?
Yes. Batch upload and automatic classification exist precisely for that. Migration is planned with you before it starts, including a count of boxes and bundles.
Is the signature legally valid?
The signature is embedded in the PDF and can be validated inside the system, using internal certificates. Qualified signing with full legal weight requires integration with a recognised certification authority — we say so openly rather than promising what the system does not yet do on its own.
Get in touch
Ask for a demo using your own documents.
Thirty minutes, with your real case on the table. Bring a typical document from your company and we will show you the whole journey: scan, classify, route, sign and archive.
Direct contacts
- +244 900 000 000
- geral@smartdoc.co.ao
- Luanda, Angola