Hours of searching
Invoices, delivery receipts and payment receipts scattered across network folders, e-mail and paper.
A Oito product · for city governments and companies
Your documents arrive, read themselves and get organized on their own.
DocGestor reads invoices, delivery receipts, contracts and payment receipts with Portuguese OCR, links them to the customer or supplier by tax ID, and files each one in the right place. Nobody types, nobody hunts.
- No change to your routine: the scanner keeps saving to the same folder
- On your own server or in the Oito cloud
- Already running every day at a logistics group
delivery receipt boa vista november
ReceiptNF 48213 · Mercadinho Boa Vista LtdaReviewed
ReceiptNF 48190 · Mercadinho Boa Vista LtdaReviewed
NF-eNF 48213 · Mercadinho Boa Vista LtdaRead from XML
Illustrative screen, with fictional data.
See it working
An X-ray on every document that arrives.
The robot watches the folders, the system reads what it finds, checks the data and files it in the right place. It is the same path as the real system, with sample documents. Click a folder to replay its document.
Folders watched by the robot
Record in the system
Archive0
Illustrative animation, with fictional documents and data. The real system reads PDF, image and XML files.
The problem
An important document cannot depend on someone remembering where it was filed.
Proof that vanishes
Without the signed receipt, the company loses proof of delivery and the right to collect.
Manual typing
Someone opens every file, reads the number, tax ID and date, and renames it by hand.
How it works
From scanner to search, in four steps.
Scan, save
The team saves the PDF or XML in the usual folder. Nothing changes in the routine.
The robot sends it
A Windows robot watches the folders around the clock and sends each new file to the server. The same file never enters twice.
The system reads it
Portuguese OCR and XML parsing identify the type, the data and who the document belongs to.
Found instantly
Search on the computer or phone. Anything doubtful goes to a review queue, and the team only checks that part.
What it reads
The invoice goes in, the data comes out ready.
It reads NF-e, CT-e and other documents in XML or PDF, and also the scanned image. When the document carries the access key, the type comes from it; otherwise it comes from the text. If there is no evidence, the system does not guess: it sends the document to review.
- Document typeA catalog of 46 types, adjustable to your routine.
- NumberOf the invoice, batch or form. Also from the file name, if it is missing from the text.
- Tax IDs (CNPJ and CPF)Validated by their check digits, to link to the customer or supplier without manual registration.
- Access keyThe 44 digits of the NF-e and CT-e, validated, even when OCR confuses a digit.
- DatesIssue and delivery dates, plus expiry or due date when the document has a deadline.
- LoadGathers every receipt and invoice of the same load into one folder.
- NF-e
- CT-e
- MDF-e
- NFC-e
- Service invoice
- Delivery receipt
- Bank slip
- DARF
- Payment receipt
- Contract
- Receipt
- Work order
- Batch slip
- Payment authorization
- Permit
Who it is for
One place for the documents of the whole organization.
City governments and public agencies
A digitized archive with fast lookup: contracts, permits, case files and each department’s documents, found by number, name or keyword, with expiry control and access by department.
Logistics and distribution
Delivery receipts, loads, CT-e and proof of delivery. Proof in hand to collect payment or answer a customer or an audit.
Finance
Payment authorizations, batch slips, bank slips and receipts, linked to the supplier by tax ID.
Purchasing
Incoming invoices by supplier, year and month, organized on their own.
HR
Employee documents with access restricted by department.
Contracts
Contracts and amendments linked to the customer or supplier, with a heads-up on what is about to expire.
Control and security
Everyone sees only what they should.
Profiles by branch and department
A restricted document is visible only to those with permission.
Review queue
Approve, reject or reprocess whatever raised doubt.
Action log
The system records who did what and when.
Protected access
Encrypted passwords and lockout after wrong attempts.
Wherever you prefer
On your own server or in the Oito cloud.
On the phone
Search and lookup in the browser, with no app to install.
Already in production
Running every day at a distribution and logistics group in Pernambuco, Brazil.
- 23.916documents organized and searchable
- 7.078customers and suppliers linked automatically
- ~200files read per hour by the robot
In a single day, the robot processed as many as 4,121 files.
Why DocGestor
Built for the Brazilian tax and logistics routine.
| DocGestor | Large DMS platforms | Generic scanner + OCR | Network folder | |
|---|---|---|---|---|
| Reads NF-e, CT-e and receipts | ✓ Ready | Needs a project | Text only | No |
| Links to the customer by tax ID | ✓ Automatic | Needs a project | No | No |
| Groups receipts by load | ✓ Yes | Rare | No | No |
| Uses the folders you already have | ✓ Robot | Varies | Partial | ✓ |
| Rollout | ✓ Weeks | Months | Days | — |
| Support | ✓ Straight from the makers | Reseller | Vendor | In-house IT |
How to get started
Simple to start, predictable to run.
License
Use of DocGestor by your organization, on your server or in the Oito cloud.
Setup
Robot installed, document types configured, customers imported from a spreadsheet and the team trained.
Monthly fee
Support, updates and, if in the cloud, hosting and backups.
Start with a pilot in one department, such as delivery receipts, finance or one city department’s registry, and expand later. Prices come in a proposal, after the conversation.
Next step
Shall we test it with your documents?
- A 30-minute conversation about your routine
- A demo with sample documents
- A pilot proposal for one department
Questions
Common questions
Does it work with the scanner we already have?
Yes, if the scanner saves files to a network folder. The robot watches that folder, so the team’s routine does not change.
What if the OCR gets it wrong?
Anything doubtful is not filed blindly: it goes to the review queue, where the team approves, rejects or sends it for reprocessing. The system also checks the digits of tax IDs and access keys.
Where are the documents kept?
On your organization’s server or in the Oito cloud, as you prefer.
Do I need to install anything?
Lookup is in the browser, on computer and phone. Only the capture robot is installed, on one Windows computer on your network.
How much does it cost?
There is a license, a setup fee and a monthly fee. Prices come in a proposal, once we understand your document volume and the pilot department.
Another question? Talk to Oito.