DocFlow, in-house development

No more
document chaos

Upload or connect your cloud and DocFlow does the rest: recognise, name, file, add deadlines. Then a chat answers questions about your own documents, with sources.

All references
Download on the App StoreThree staggered DocFlow app screens: cost overview, document detail with summary and document categories.

Case study · Own product

DocFlow. AI assistant that recognises, names and files documents in your own cloud.

Documents that manage themselves.

DocFlow is developed by ibx company: an AI assistant for personal paperwork such as invoices, contracts and letters from authorities. It recognises documents, names them and files them in the user’s own cloud, such as Google Drive or Dropbox. Deadlines arrive as a calendar subscription, and a chat answers questions about the documents with sources. DocFlow is available as a web app and for iPhone and Android.

Company
Own ibx product, personal use
Services
Idea, concept, design, development, operation
Technology
Web app and native app for iPhone and Android, AI by Google Gemini, Supabase
Status
2026, in operation
Woman working on a laptop with the DocFlow document platform.
Just upload. DocFlow detects category, type, sender, amounts and deadlines by itself.

Invoices, contracts, payslips, letters from the authorities. Anyone who wants to keep their documents in order sorts, names and moves them by hand.

That takes time every month, and at the crucial moment the letter you are looking for still cannot be found.

Our idea: documents should manage themselves. The user uploads a file or connects their cloud, and the system does the rest. Then they can ask a chat questions about their own documents, and over time this grows into a personal memory for all their paperwork.

Before

  • Documents sorted, named and moved by hand
  • Important letters impossible to find at the crucial moment
  • Deadlines in contracts and letters overlooked
  • Search only works with the exact words
  • Files scattered across many folders and clouds
  1. Useruploads or connects the cloud
  2. DocFlowrecognises, names, sorts, finds
  3. Own cloudfiles stay in Google Drive or Dropbox

Connected Google Drive · Dropbox · Microsoft OneDrive · iCloud · Calendar via iCal · AI by Google Gemini

Whatever is uploaded is named and sorted in your own cloud seconds later. Whatever is changed in the cloud shows up in the app straight away.

Functions

What DocFlow
can do.

Nine building blocks, one platform. The four moments below show what this looks like in everyday life.

  • Automatic classification

    Category, type, sender, amounts and deadlines are detected in every document. More than 15 categories, over 80 document types.

  • Names and folders

    Documents get a meaningful name and end up in the right folder.

  • Appointments, automatically

    Deadlines and appointments go into the calendar with a reminder, available as an iCal subscription.

  • Semantic search

    Search in natural language, even without knowing the exact terms.

  • AI chat with sources

    Ask questions about your own documents, every answer with a matching source.

  • Your own cloud

    Files stay in Google Drive or Dropbox, synced in both directions.

  • Duplicates and order

    Duplicate documents are detected, empty folders are tidied up overnight.

  • Web and native app

    As an installable web app and as an app for iPhone and Android.

  • Privacy by design

    Only metadata is stored, row level security in the database, no tracking.

DocFlow home screen on iPhone: all documents sorted, no duplicates, search, upload and quick access to categories.Demo view

01Recognise

AI that really
understands documents.

As soon as a document arrives, the AI analyses its entire content. DocFlow recognises more than 15 main categories and over 80 document types and extracts senders, amounts, invoice items and contract deadlines.

If the AI is unsure, it flags the document for review. And it learns: when the user corrects a classification, this feeds into all future decisions.

Decision in detailLearning instead of maintaining rules
Challenge
Fixed rules for every sender and every document type quickly go out of date and constantly need updating.
Decision
The AI reads the content and classifies it. If it is unsure, it asks instead of filing something in the wrong place. Every correction by the user feeds into future decisions.
In daily use
Over time, DocFlow sorts documents exactly the way the user would have done it.
  • Categories and types

    More than 15 main categories, over 80 document types.

  • Extracting content

    Senders, amounts, invoice items and contract deadlines.

  • Flagged for review

    If the AI is unsure, the user decides.

  • Keeps learning

    Corrections feed into all future classifications.

02Ask

Search and ask
in plain language.

Every document is converted into searchable vectors. This lets the search find content even when the exact words do not appear in the document. The question “How big was my last pay rise?” leads straight to the right payslip. A chat answers questions about your own documents and names the matching sources for every answer.

DocFlow on MacBook, iPhone and iPad: overview with appointments, home screen with search and cost analysis.Demo view
Decision in detailAnswers with sources
Challenge
An AI that answers freely sounds convincing, even when it is wrong. For your own documents, that is not enough.
Decision
The chat answers only from the user’s own documents and names the sources each answer comes from.
In daily use
Every answer can be checked against the original with one click.
  • Semantic search

    Finds content without the exact terms.

  • AI chat

    Questions about your own documents in plain language.

  • Sources

    Every answer names the documents it comes from.

  • Personal memory

    Over time, this grows into a knowledge store for your own documents.

DocFlow on iPad: costs over the last twelve months, top cost types, hints on missing receipts and the time saved.Demo view

03Automatic

Everything runs
in the background.

Upload, classification, tagging and filing run as one pipeline in the background. DocFlow syncs with Google Drive and Dropbox in both directions: changes in the cloud appear in the app immediately, changes in the app end up in the cloud automatically.

Duplicates are reliably detected, empty folders are tidied up overnight, and appointments also appear in your usual calendar via iCal.

Decision in detailConnecting instead of moving
Challenge
Anyone who already keeps their documents in a cloud does not want to move them or maintain two filing systems.
Decision
DocFlow works directly in the user’s cloud and syncs in both directions. Appointments go into the usual calendar via a calendar subscription.
In daily use
Nothing is maintained twice, and the order stays visible outside DocFlow too.
  • One pipeline

    Upload, classification, tagging and filing in one pass.

  • Two way sync

    Google Drive and Dropbox, changes appear on both sides immediately.

  • Duplicates

    Reliably detected.

  • Calendar

    Appointments via iCal in your usual calendar, with a reminder.

Two DocFlow app screens on iPhone: costs over the last twelve months and documents sorted by category.Demo view

04Protect

Privacy, solved
from the ground up.

For us, privacy was never an add-on but the foundation. Files are never stored on our servers, only in the user’s own cloud. DocFlow stores only the metadata needed for order and search.

Everyone sees only their own data, technically enforced in the database, not just in the software.

Decision in detailThe file stays with the user
Challenge
Personal and business documents are among the most sensitive data there is. Every additional storage location is an additional risk.
Decision
DocFlow keeps no files, only metadata. Access tokens are stored encrypted in the database, and every connection is encrypted.
In daily use
No tracking, no advertising, no selling of data. GDPR compliant from the start.
  • Only in your own cloud

    Files are never stored on our servers.

  • Row level security

    Enforced in the database, everyone sees only their own data.

  • Encrypted

    Connections and access tokens.

  • 30 days grace period

    After that, deleted documents are removed permanently.

Result

More time for life,
less filing.

Every document that DocFlow files, finds or explains saves a few minutes. Across the invoices, contracts, payslips and official letters of a whole lifetime, this adds up to a lot of time that is left for more important things.

DocFlow brings together what ibx stands for: AI that understands, automation that takes work off your hands, clean integration with existing systems and privacy that is meant seriously. From the web app to the native app, all built by one team.

We use DocFlow’s building blocks, classification, deadline detection and answers with sources, in client projects wherever document work costs time.

  1. 012.5 minutes per document

    for the filing DocFlow takes over: recognise, name, sort.

  2. 022 minutes per question

    for a question about your own documents that the chat answers with a source.

  3. 032 minutes per search

    for a document that the search finds in plain language.

Portrait of Uwe Hiltmann

“A tool I recommend to my clients with a clear conscience.”

Uwe Hiltmann CEO, KI SEO SolutionUser reviews from the earlier case study, translated from German · View DocFlow

User review“As an AI lecturer and strategy consultant, I regularly test tools that promise to simplify work processes. DocFlow actually keeps that promise. From a consultant’s point of view, I particularly value that original documents can stay in your own cloud if you wish: a decisive argument for SMEs, which are rightly sensitive about data protection. The AI powered full text search and the chat make the system much more than a place to store files.”

More voices on DocFlow

  • “As a product owner and project manager, I value digital solutions that make everyday life easier, and DocFlow does exactly that. The tool is my daily assistant that helps me organise personal documents clearly, find important information quickly and bring more order into my paperwork. That leaves more time for the things that really matter.”

    Portrait of Ina HölzelIna HölzelTax Transformation Consulting & AI Strategy, Deloitte

  • “It has never been so easy to review and sort your documents and have them available in an overview almost fully automatically. I am absolutely delighted with DocFlow. Simply drag and drop the documents into the program and the sorting begins: duplicates are found, documents are named correctly and filed. Filing has never been this much fun.”

    Portrait of Kristin DöringKristin DöringAmbassador of the Stiftung Finanzielle Bildung

  • “What I particularly like is the clarity and structure. You notice straight away that the topic was not only thought through technically but really comes from practice. Processes are mapped in an understandable way and at the same time simplified so much that you actually use them every day. For me, a well thought out solution that saves time, creates order and simply provides security in the long run.”

    Portrait of Miriam ThieleMiriam ThieleManager for applied AI transformation

  • “With DocFlow, complex filing becomes an intuitive, time saving process thanks to an intelligent digital assistant. The solution guarantees a full overview at all times and allows a focused way of working without organisational overhead.”

    Portrait of Ghislain Djanang TchamiGhislain Djanang TchamiSenior development engineer, team lead, AI manager

  • “DocFlow takes my entire document filing off my hands. The automatic naming and sorting into folders in particular helps me concentrate on what matters.”

    Portrait of Pablo AlvarezPablo AlvarezAI transformation for SMEs, AI strategy

  • “The product is practical and makes work much easier. Usability is simple and partly self explanatory. Every company should look closely at exactly these topics and get help. An absolute recommendation from me.”

    Portrait of Aileen Jäger, AI strategist and transformation consultant.Aileen JägerAI strategist and transformation consultant

Appointment

A similar process
in your company?

In a 30-minute initial call we clarify where the biggest lever is and what a first, manageable step looks like. Pick a free time right here. You receive a confirmation with a calendar entry and can move or cancel the appointment yourself.

Prefer to write? info@ibx-company.de

Choose a day for your initial phone call (30 minutes).

November 2026
MonTueWedThuFriSatSun
12345678910141521222829