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SortedScan

Scan a pile of paperwork. It files itself.

Press one button on the copier. SortedScan reads each document, gives it a proper name and puts it in the right folder in SharePoint, OneDrive or on your own server. Invoices, delivery notes, forms, case files, whole archives.

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Works with the copier you already have Reads forms without AI Microsoft 365 ready

Works with copiers and scanners from

  • Sharp
  • Canon
  • Ricoh
  • Konica Minolta
  • Kyocera
  • Xerox
  • HP
  • Brother
  • Epson
  • Toshiba
  • Lexmark
  • and more
How it works

What happens when you press Scan

You set up a rule once for each kind of paperwork: how to split the pile, what to read off each page, what to call the file and where to put it. Then it just runs.

1 · ScanPut the pile in the copier and press one button. Nothing to install on it.
2 · SplitThe pile is cut into separate documents, using a barcode sheet or a plain separator sheet between them.
3 · ReadThe text on every page is read and the page straightened, so the file can be searched later.
4 · Pick out the detailsThe invoice number, the date, the client: whatever you care about.
5 · FileNamed with those details and put in the right folder. Done.
Forms and invoices that always look the same

Show it once where to look. It looks there every time.

Upload one example of the form. Draw a box around the invoice number, another around the date, another around the total. From then on, every scan of that form is read from exactly those spots. No AI, no guessing: the same answer every time, like a person who knows where to look.

  • You see what each box reads as you draw it, so you know it works before you save
  • Keep just the bit you want, such as the number out of “Invoice no: INV-2041”
  • Dates and amounts come out tidy: 14/03/2026 becomes 2026-03-14
  • Works from the old copier or the new one, whatever size or quality it scans at
  • If a box can't be read, the scan waits for someone to check it instead of being filed wrongly
Picking out the details

Five ways to pick out the details. Use whichever fits.

Different paperwork needs different tricks. Use the simplest one for each kind of document, and keep AI for the messy pile.

1

Boxes you draw

For paperwork that always looks the same. Show it once where to look and it reads that spot on every scan.

No AI · same answer every time
2

Barcode cover sheets

Print a sheet with a barcode for each client or job and put it on top of their pile. It splits the pile and says whose it is.

No AI · any barcode
3

Your own lists

Upload a spreadsheet of your clients. Read a client number off the page and it fills in the name, the office, whatever else is on the list.

No AI · your data
4

AI for the mixed pile

For post where every sender uses a different layout. It works out what the document is, who sent it, the reference and the date.

Switch on when you need it
5

Typed in by a person

For the things only you know. Type them in once, before the file is put away.

Optional
Naming and filing

Named and filed the way you'd do it yourself

Decide once what files should be called and which folder they go in, using the details it read: the invoice number, the client, the year. Click the ones you want into the name and you see an example before you save. New client? The folder is made for you.

  • Proper names, like INV-2041 - Acme Widgets.pdf instead of SCAN_0001.pdf
  • Folders by client, year, month or type of document, made as needed
  • Searchable PDF, plain PDF or TIFF, with blank pages taken out if you like
  • Using a document system? It can be sent the same details, so it files them too
Checking

Clear scans go straight in. Doubtful ones wait for you.

Most scans file themselves. Set a workflow to check only when unsure and a scan waits for you only when the AI wasn't sure of a detail, or a detail doesn't look right (an invoice number in the wrong format, say). The doubtful details are highlighted, so you fix just those and approve. You can also have every scan checked, and if something important couldn't be read at all, the scan always waits and tells you why.

  • Only the doubtful scans wait, with the doubtful details highlighted
  • Details filled in for you; you check, approve, done
  • Your lists fill in the rest as you type
  • An email when scans are waiting
  • A record of who approved what, and where it went
Reception copier 3 buttons · all online
InvoicesBoxes · files itself
SharePoint
HR filesBarcode sheet · checked first
SharePoint
Archive boxesSeparator sheets · AI names them
On-site folder
One copier, several buttons. Each button can do a different job.
Where it goes

Filed where your team already looks

Set up where things go once. Folders are made from the details on the way in.

SharePoint

Into a document library, in folders made from the details.

Microsoft 365

OneDrive & Teams

Someone's own drive, or a team's files.

Microsoft 365

A folder in the office

A small helper program on one office PC saves files to any folder or network drive.

Windows · Mac

Your document system

Sends the PDF and the details to whatever system you already use, or drops a matching .json or .xml file next to each PDF for it to pick up.

Works with most
Finishing

Tidy, safe and ready to use

Switch on what each kind of paperwork needs. Each one is a tick box in the workflow.

Ready-made starting points

Invoices, receipts, contracts and ID documents set themselves up in one click: the details to read, the folders and the file names.

Templates

Clean pages

Specks, dark scanner edges and punch-hole marks removed, so old files come out looking like new.

Clean-up

Sensitive numbers blacked out

Card numbers, bank details, NI numbers, emails and phone numbers, or your own patterns. Gone for good, not just covered over.

Redaction

Stamped and locked

A watermark such as CONFIDENTIAL or the client's name on every page, and a password to open the file.

Watermark · password

An editable Word copy

The text in a .docx next to the PDF, for anyone who needs to quote or edit it.

Word

From a phone, too

No copier nearby? Take a photo of each page and send it. It's filed exactly like a scan.

Any phone
Questions

Things people ask

Does it need AI?

No. Boxes, barcodes and your own lists are plain rules: they give the same answer every time and cost nothing extra. AI is a switch you turn on only for paperwork with no fixed layout.

Will it work with our copier?

Almost certainly. If it can scan to email, or to a folder over FTP or SFTP, it works, and that's nearly every copier made in the last fifteen years. Different buttons on the copier can do different jobs.

Can it read handwriting?

Typed and printed text, yes. Handwriting is unreliable, so for handwritten forms let a person type those bits in at the checking step.

What if a supplier changes their invoice layout?

The box reads nothing, the scan waits for you, and you're told why. Upload the new layout, move the box, carry on.

Where are our documents kept?

With you. Once a file has been delivered to SharePoint or your folder, we delete our copy.

How long does it take to set up?

An afternoon for the first kind of paperwork, with us on the phone. Adding more takes minutes.

Bring us a pile

Send us a few examples of what you scan and tell us where they should end up. We'll set it up with you and file a real batch during the trial.

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