Frequently Asked Questions

What exactly is Office Vault?

Office Vault is an AI-powered document automation platform built for growing businesses. It helps you capture, organise, process, and automate documents — from invoices and purchase orders to contracts and compliance files — without manual admin chaos.

Think less filing. More flow.

Is this just cloud storage?

No.

Cloud storage saves files. Office Vault processes them. We extract data, trigger workflows, route approvals, and create full audit trails — automatically. Storage is the starting point.

Automation is the value.

Who is Office Vault built for?

We’re built for logistics, financial services, and growing teams that are buried in document-heavy processes. If your business relies on invoices, POs, PODs, approvals, audits, or compliance — you’ll see impact quickly.

What industries see the fastest ROI?

Logistics and financial services typically see ROI in 3–5 months.

Why?
Because those industries deal with high document volumes, tight deadlines, and compliance pressure — where automation creates immediate savings.

How does AI automate invoice and PO processing?

Office Vault reads your invoices and purchase orders automatically. It extracts key fields like invoice number, supplier, totals, dates, and line items — without templates. What used to take days can take minutes.

Do I need templates for data extraction?

No rigid templates.

Our AI adapts to different document layouts and formats, even when suppliers use inconsistent designs.

Less setup. Faster value.

Is automation fully hands-off?

For most clients, yes.

OCR, classification, routing, and indexing are automated. If you need human verification for high-risk processes, that option is there too.

Control without micromanagement.

What business processes can be automated?

Common use cases include:
• Invoice processing 
• Purchase order matching 
• Proof of delivery routing 
• Claims documentation 
• Approval chains 
• Compliance documentation

If documents slow it down — we can streamline it.

How quickly will we see ROI?

Most clients see measurable ROI within 3–5 months.
When you reduce manual capture from days to minutes, the savings compound quickly.

How much time can Office Vault actually save?

We’ve seen:
• Invoice processing reduced from 4 days to 20 minutes 
• Purchase orders processed in under a minute 
• Thousands of emails automatically sorted daily

The time savings aren’t marginal — they’re transformational.

Can Office Vault reduce headcount costs?

Many clients reallocate or eliminate manual data entry roles.
Automation doesn’t replace people — it frees them to focus on higher-value work.

Less admin. More impact.

How does Office Vault compare financially?

SharePoint is built for collaboration and typically requires additional tools and development for document automation. 

Platforms like M-Files, Laserfiche, Filebound, and DocuWare are powerful enterprise systems but often involve complex deployments and high implementation costs. Office Vault delivers automation, AI data extraction, and document management out-of-the-box — without the enterprise overhead. 

Faster deployment. Predictable pricing. Faster ROI.

Are there hidden costs?

Office Vault is designed with transparent pricing.

Most features — including forms, digital signing, computer document backup, version control, and compliance tools — are included as part of the core platform. OCR and AI processing are billed based on processing volumes.

Optional add-ons are limited to:
• Workflow Engine
• Customer Portal
• Additional users
• Extra storage

This keeps the platform simple, scalable, and predictable in cost.

How secure is Office Vault?

Security is foundational.
• AES-256 encryption at rest and in transit 
• Role-based permissions 
• Full access logging 
• Secure AWS hosting
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Your documents are protected at every level.

Where is our data hosted?

Office Vault is hosted in AWS Cape Town infrastructure.
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We offer:
• Public cloud 
• Private cloud 

You stay in control of your environment.

Is Office Vault POPIA and GDPR compliant?

Yes.

We support POPIA and GDPR compliance through:
• Audit trails 
• Access control 
• Data retention rules 
• Encryption standards

Compliance isn’t an add-on — it’s built in.

Can we see who accessed or edited a document?

Absolutely.

Every interaction is logged — who accessed, edited, approved, or shared. Audit reports can be exported at any time.

Audit-ready in seconds, not weeks.

How long does implementation take?

Most deployments are completed in hours — not months. Training can be done in about 30 minutes.

We focus on fast adoption, not long rollouts.

Do we need an IT department?

No.

Office Vault is built for SMEs. You don’t need heavy configuration or dedicated IT admins to run it.

Can it integrate with our ERP or accounting system?

Yes.

We support structured output files for ERP systems and custom integrations where needed. We’ve built live integrations with accounting and operational systems.

Can it work with our copiers or scanners?

Yes.

Office Vault integrates with all major MFP and copier brands. Scan-to-folder workflows can trigger automation instantly.

What support is included?

Standard email support is included with all subscriptions.

We also offer:
• In-app support 
• SLA-based priority support (optional) 
• Guided onboarding

You’ll speak to humans who know the product.

What happens if we don’t renew?

You’ll receive notice before expiry.

If not renewed, access is paused — but your data remains secure. Once renewed, access is restored immediately.

Can we scale as we grow?

Yes.

Office Vault is built to scale with you. Add users. Increase volume. Expand workflows.

Your system grows as your business grows.

Have questions? We’ve got answers.