PaperIO
From form to complete record. Every step under control.
From the physical document to the record. With a process, and with less paper.
PaperIO tracks a physical document and ties a process to it. It also covers the documents that still have no system: requests, forms, records and indicators. It is built to reduce or eliminate paper, and it supports an integrated management system with a code, a version and evidence.
The documents that still have no system
The core operation usually has its system. The rest does not: requests, authorizations, attestations and the physical document that moves from desk to desk. It is hard to know where it is, who has it and which step comes next.
Built to use less paper
PaperIO aims to reduce paper and, when the procedure allows it, to stop using it. The form no longer has to be printed so someone can fill it, copy it or pass it along.
- Paper stops being the vehicle of the procedure: it moves and is signed in the system.
- The person who must act sees it in their inbox, without carrying the file from desk to desk.
- The copy you can look up is the case record. The drawer stops being the only copy.
- What goes away is the paper that existed only because the procedure had no other path.
Tracking physical documents
A document that already exists on paper can enter PaperIO and be tied to a process. What you track is the case: number, stage, owner and history.
- It is registered with a PDF or with JPG, JPEG and PNG photos.
- A flow is attached: who reviews it, who approves it and which documents each step adds.
- While it moves, you see its stage and who must continue.
- When it closes, the record is filed together with the document and its history.
Friendly to an integrated management system
It is used to create and control the documented information of a management system, including frameworks such as ISO 9001 and FSSC 22000. It does not replace the system or its audit, and it does not certify the company.
- Procedures, forms, records and indicators are created as templates.
- Each document carries a code and a version, separate from the case number.
- Owners, approvals and evidence stay on the same record.
- An indicator or a record follows the path: it is filled in, reviewed and filed.
Process design
The procedure is not a loose file. You design the path, with as many steps as it needs.
- Creation, the reviews or approvals the case needs, and closing.
- Each step can add its documents. The record keeps them, together with the history.
- The case can start from your own form or from a physical document already received.
- Publishing another procedure is another template, not another application.
Who it is for
- Administration and operations with recurring forms.
- Purchasing teams that need to document requests and prior authorizations.
- Quality and integrated-management teams that create documented information, indicators and evidence.
- Companies with an ERP and internal procedures still outside it.
- Groups with several legal entities that need records kept apart by company.
How it works
A new procedure starts with a template, without building another application for each one.
- 01Define the template and the process: data, document layout, the documents for each step and the owners.
- 02Open the case: capture the information or register the physical document, and attach a PDF or photos.
- 03Review and decide: each owner acts from their inbox; they approve, reject or return the case under the rules.
- 04Sign and complete: record the handwritten signature or the user's action when it applies, and finish the required stages.
- 05Close and file: produce or gather the final document, classify it and link it to the case and its history.
Main capabilities
It runs on a computer and on a phone, with a connection, and can be installed as a web app. The signature is one drawn at the time or saved on the account, or a record of the action of the person who completes the step.
Adaptable templates
Forms with fields, tables, signatures and attachments. The document layout stays separate from data entry.
Owners and approvals
Assignment to people, roles or the requester's manager. Sequential decision rules and returns with a reason.
Versions and numbering
Each case keeps the versions it was opened with, and a sequence per template and year that is not reused.
Generated or physical document
Forms created in PaperIO, or a physical document that enters as a PDF or image and follows the process.
Record and history
What each step adds stays on the same case: actions, comments, signatures, files and the final document.
Companies and outside participants
A document repository per company, and public links to create or look up a case when the template allows them.
Use cases
These are examples you configure on PaperIO. They are not preinstalled modules.
- Material requests and requisitions.
- Leave and other internal requests.
- Handover of equipment or tools.
- Minutes and certificates.
- Inspections with photos and findings.
- Procedures, forms, records and indicators of the management system.
- Receipt and tracking of a physical document.
How the procedure changes
| Situation | Usual way | With PaperIO |
|---|---|---|
| SituationKnowing who is next | Usual wayAsk by email or chat | With PaperIOOwner and stage are visible |
| SituationUsing the current form | Usual wayScattered copies | With PaperIOPublished template, version kept |
| SituationReconstructing an approval | Usual waySearch messages and files | With PaperIOHistory and decisions tied to the case |
| SituationTracking a physical document | Usual wayAsk which desk has it | With PaperIOCase, stage and owner are visible |
| SituationStop passing the paper | Usual wayPrint, sign and file in a drawer | With PaperIOIt moves and is filed in the system |
| SituationFinding the final document | Usual wayFolders and different names | With PaperIOClassified record linked to the case |
Frequently asked questions
- Do I need to program each procedure?
- Procedures that fit PaperIO's fields, layout, stages and rules are configured as templates. It is not a platform for arbitrary logic.
- Does it replace my ERP?
- No. It complements specialized systems and covers the procedures and authorizations that sit outside them.
- Does it work for an ISO integrated management system?
- It is used to create and control that documented information: procedures, forms, records and indicators, with a code, a version, owners and evidence. It supports frameworks such as ISO 9001 and FSSC 22000. It does not replace the management system or its audit, and it does not certify the company.
- Can it start from a document I already received?
- Yes, with a PDF or with JPG, JPEG and PNG images. Import or conversion of Word and Excel is not offered.
- What signatures does it accept?
- A signature drawn at the time or saved on the account, and a record of the user's action. Signing with a digital certificate is not offered.
- Can a case be returned for correction?
- Yes, according to the setup and the process version, with a reason and a history. The affected stages are signed again when that applies.
- Can someone take part without an account?
- Yes, through links enabled to create or look up cases. Those links do not expire on their own: they are turned off by an explicit action.
- Does it work from a phone?
- Yes, with a connection. It can be installed as a web app.
- Does it work for several companies?
- Yes, with authorized access and a document repository for each company.
- How much does it cost?
- It is quoted for the scope. Request a proposal and an advisor will prepare it.
Bring a document that still lives on paper
Show us a form, a record or a physical document. We will show you how a process is attached, how it stops moving on paper and how it ends in the record.