Intelligent Digital Archive
Contracts & Company Documents

Our system uses advanced AI OCR technology specially trained on contractual documents from Romania - construction contracts, supply, service provision. When you upload a scanned or photographed contract, the AI automatically identifies the document type and extracts key data: contracting parties (beneficiary, contractor, subcontractors), total value and by phases/tranches, deadlines (start date, completion, intermediate deadlines), guarantees (performance, participation, advance with percentage and value), important clauses (penalties, termination, force majeure), additional acts and subsequent modifications. Average accuracy is 95-98% for clear documents, also works with older scanned documents or phone photos. Extracted data is presented for quick verification - if AI misinterpreted something, you correct it instantly. The more contracts you scan, the more AI learns specifically for your company and becomes even more accurate.

The system automatically monitors ALL deadlines in your contracts and sends notifications at critical moments. For contracts: alert at work start date, 30/15/7 days before expiration, when performance guarantee period expires. For guarantees: notifies you 60/30/7 days before expiration for extension/release, alert if an additional act modifies contract value and guarantee becomes too small (below contractual percentage). For company authorizations: alerts 60/30/7 days before ISU, ISCIR, ISO, environmental, license expiration. You can fully customize: set alert periods, choose channels (email, in-app notification, SMS), define who receives which alerts (project manager, director, accountant). You can also set custom notifications for any specific deadline in the contract.

Yes, the system offers two perfectly organized parallel archives. CONTRACT Archive by Cost Centers: each site/project has its complete folder with all related documents - initial contract, work start order, all additional acts (chronological), work progress reports (monthly), notifications to/from beneficiary, process verbals, performance guarantees, material quality certificates. COMPANY DOCUMENTS Archive: organized by categories - authorizations (ISU, ISCIR, environmental), certificates (ISO, ANRE attestation), licenses and permits, insurance (RCA, CAR, RCG), legal documents (statute, AGA decisions), recurring supplier contracts. You can have unlimited custom sub-folders, tags for quick search, multiple filtering by: document type, date, value, deadline, responsible, status. Granular access control - set who sees which projects/categories.

The system automatically tracks the entire lifecycle. START: Upload signed contract → AI extracts all data → active contract in system. START ORDER: Upload start order (or system generates from template) → actual start data updates → deadline alerts activate. ADDITIONAL ACTS: Upload each additional act → AI detects what changed (deadline, value, clauses) → contract automatically updates → if value increases, alert for guarantee adjustment. WORK PROGRESS: Upload monthly progress reports → automatically associates with contract → tracking worked value vs contractual value → alert at 80%/90%/100% of value. NOTIFICATIONS: Upload or generate notifications to/from beneficiary → archived chronologically → response status tracking. RECEPTION & GUARANTEE: Upload reception PV → performance guarantee period begins → alert before expiration for guarantee release. Each document has timestamp and complete tracking - you know exactly the project history.

Yes, the system has advanced full-text search in all documents. Search by: exact text from contract (search in scanned content via OCR), contracting party names, contract/invoice numbers, values (ranges or exact), dates (periods, before/after), specific clauses (search 'penalty' and find all contracts with penalties), document types, statuses, cost centers/projects. You can combine multiple criteria for precise search. Results show preview with found text highlighted and context. Save frequent searches as quick filters. 'Similar document' function automatically finds similar documents by structure and content (useful for recurring contracts with same supplier). Search speed under 1 second even for thousands of documents - automatic full-text indexing.

Security is priority #1. ENCRYPTION: All documents are encrypted in transit (SSL/TLS) and at rest (AES-256). Automatic daily incremental backup and complete weekly backup in multiple geographic locations. ACCESS CONTROL: Set granular permissions by role, department, project: who can view, edit, delete, share documents. Secure authentication with optional 2FA. AUDIT TRAIL: Complete and immutable history - who accessed which document when, who made what changes when. COMPLIANCE: 100% GDPR compliant - we process and store data in Romania/EU, never share with third parties. Signed confidentiality agreements. Definitive deletion function (right to be forgotten). SECURE SHARING: When sending documents externally, temporary links with automatic expiration and password, watermark on shared documents, log of who accessed the link. Optional: on-premise hosting if you prefer data on your servers.

Yes, we offer integrations with most popular accounting systems in Romania. For SAP Business One, Oracle NetSuite, Microsoft Dynamics, Saga, WizCount, SmartBill, we have native connectors - bidirectional automatic synchronization: invoices scanned and processed by AI are automatically sent to accounting system with all details (supplier, amounts, VAT, due date), contracts and work progress reports sync with project management modules, generated documents (waybills, reports) export in compatible formats. For custom or less common systems, we offer fully documented open REST API - your IT team can develop the integration, webhooks for real-time events (new document, expired deadline). Alternatives: automatic scheduled exports in Excel/CSV/PDF with customizable structure, or manual export on demand with formatting according to your requirements. Exported data is standardized and includes all metadata needed for error-free import.

Price is transparent and predictable: fixed monthly subscription based on number of active users and required storage volume (GB of documents). INCLUDED in price: unlimited AI OCR for document processing, complete contract and company document management, automated notification system all types, advanced full-text search, role-based access control, complete audit trail, automatic secure cloud backup, web and mobile application, permanent technical support, automatic updates all features. NO hidden costs or paid extra modules. NO artificial limitations on: number of projects/cost centers, document categories, monthly searches, alerts/notifications. Storage space: starts from 100GB included, extensions at transparent prices if exceeded. For large companies (50+ users, large document volumes), customized enterprise offers with substantial discounts. NO mandatory long-term contracts - we operate monthly flexible. We offer FREE 30-day trial period with all features - evaluate benefits before commitment.