Not another shared drive. Santre captures invoices, contracts, work orders and employee records once, reads them, files them by your rules and finds them in seconds for the people allowed to see them.
Balance due 4,812.44 CAD · PO-88213 · due Oct 14, 2026
Real product screens. Every company, person, number and amount shown is fictional sample data.
Finance, operations, HR, legal and projects each do their jobs. The paperwork each one produces ends up in a different place: a cabinet, a mailbox, a shared folder, a scan on someone's desk. The people and the tools are fine. What's missing is one place that holds the record.
Departments that produce paper every day
FinanceStatement
Accounts payableSupplier invoice
OperationsWork order
HREmployee record
LegalContract
ProcurementPurchase order
ProjectsDrawing
Field serviceSign-off sheet
Where it usually ends up
Filing cabinets and binders
Staff and department mailboxes
A shared folder
Scanner and copier output
Exports and printouts from business systems
One controlled path.
Every document
enters the same way
is read the same way
is filed where the right people can find it
FinanceStatement
LegalContract
ProcurementPurchase order
HREmployee record
ProjectsDrawing
Field serviceSign-off sheet
OperationsWork order
Accounts payableHS-20417
Scanners, mailboxes, browser uploads, phones and the API feed the same intake. Santre's document engine reads each file, applies your rules and keeps one searchable record.
Scanners and copiers
Configured by SantreScan to a watched folder. Separator sheets split a batch.
Email inbox
Configured by SantreMail rules pull invoices and other attachments from a mailbox.
Browser upload
NativeDrag files into the web app from any desk.
Phones
NativePhotograph or upload a document from a phone.
API
NativeOther systems post files. Each connector is configured per project.
Santre's document engine
One intake. One index. One set of rules.
Read
Native
Recognise and classify
ProposedConfigured by Santre
File
Configured by Santre
Index
Native
Permission
Configured by Santre
Search-ready
Native
Text and page order
Invoice · rule-based type
Finance / Accounts payable
HS-20417 ready to find
Owner and department group set on arrival
Full-text search across every page, title and field
Ready to find
Where it shows up
Search
Folders
Permissions
Paper and scans
Business systems
People
Received
Follow invoice HS-20417 through six visible stages, from page to structured record.
Sample values from a fictional invoice. Today staff enter or confirm the amount, invoice number, PO number, due date and bill-to; reading them off the page is proposed. Field names are set with you during setup.
NativeType part of a supplier name or a PO number and get ranked results from inside every page.
Halden Supply Co.
Industrial and office supplies
Invoice
Invoice: HS-20417
Date: Sep 14, 2026
Due: Oct 14, 2026
Details
Terms: Net 30
Currency: CAD
Bill to
Larkspur Group
410 Mill Street, Riverbend, ON
Your PO: PO-88213
Subtotal4,583.32
Tax229.12
Total4,812.44
Notes
Please reference HS-20417 with payment.
Invoice HS-20417Halden Supply Co.
Found inside the page“Halden Supply Co. · Accounts receivable · invoice HS-20417”
Send the supplier an expiring link instead of an attachment.
Screens from Santre's document engine, configured by Santre and filled with fictional sample data.
Sample records only. Companies, people, numbers and amounts are fictional.
Search inside the paper. "Renewal" found inside a contract and a letter about it. The search starts with the word renewal. The contract and the letter appear together. Matches are marked inside the document text.
"Renewal" found inside a contract and a letter about it.
Also in the product
Every document has an owner, and the owner decides who can view or edit. Departments see their own work; management sees what it needs; HR records stay with HR.
Choose a role
Example role design. Final groups are agreed with each department lead.
What Finance sees
1 open · 4 view only · 4 hidden
Who opened what: a log of every opening is a proposed extension.Proposed
The change history records edits. It is not a log of every time a file is opened or downloaded.
Barcode cover sheets split a stack of scanned pages into separate documents and link each one to its archive number. Proposed A sign-out log records who took the paper original, when, and where it went back.
Archive numbers are built into the engine. The cover sheets and the sign-out log are a proposed Santre extension, built with you.
HS-20417 · Halden Supply Co.
ASN020417
Scan read · Current location
Checked in 14:32, returned to the finance records cabinet
History · ASN 020417
Sample events. Names and numbers are fictional.
Santre runs the engine on-site, in a private cloud you control directly, or as a hybrid of the two. There is no shared service. Copies leave only as protected backups, to a location you choose.
Infrastructure stack
Configured by SantrePeople reach the engine over your own network or a private connection that you control. There is no shared service in between.
An application host that you control runs the engine, its database, the search index and the text-reading workers. Santre sets it up and looks after it.
Original files are kept unchanged next to their searchable copies, on encrypted disks in your building or your private cloud.
Files, the database and the search index are backed up together on a schedule agreed with you.
A backup copy goes to a second location that you control, agreed during the design. Restores are tested on a schedule.
Recovery targets are set and tested during the pilot, not promised up front.
Abstract illustration of the infrastructure stack, not a model of any specific hardware.
Folder rules are configured by Santre per department.
The engine does not replace your accounting, ERP or line-of-business systems. They stay the systems of record; the engine becomes the place their paperwork is kept, read and found.
What each label means
Accounts payable mailbox
Intake mailbox
Invoice HS-20417
Halden Supply Co.
Invoice OF-3318
Ostrander Freight
Invoices to Approve
Saved view
Invoice HS-20417
Accounts PayableFinance
Invoice OF-3318
Ostrander Freight
Document engine
In the map, moving lines mark paths documents can take today (File / Email Intake). Still lines are ready or proposed.
How one document travels
Application marks show interoperability only, not endorsement or partnership.
System and document
Halden Supply Co. emails an invoice to the accounts payable mailbox
Engine
Text read, typed as Invoice
Workflow
Tagged Accounts Payable, owner Finance
Searchable record
Filed for Finance, listed in Invoices to Approve
It comes after the paperwork is captured, classified and permissioned, not instead of it. Then an assistant could answer questions, and every answer would show where it came from.
Asked by: Operations manager · Can view Legal and Operations contracts
When does the Meridian service agreement renew, and what notice do we need to give?
Searched only the documents this person can open
The initial term of service agreement MPG-2291 ends on January 5, 2027. To stop it renewing, 60 days’ written notice is due by November 6, 2026.
The deadline is a count from the end date, not a date printed in the agreement. Confirm the notice clause on page 7, and who the notice goes to, before acting.
Answers would be limited to documents the signed-in person may open, through the proposed Santre retrieval layer.
Built into the document engine today.
Full-text search across every page, title and field.
Find documents like the one you are looking at.
Suggests type, labels and sender from how your teams already file, on your own server. Nothing is sent to an outside service, and no vendor model is trained on your documents.
Planned with you; not yet built or installed.
Language-model features would be switched on only when you decide.
Runs on hardware you control. A remote provider only if you choose one, and then it is named.
Answers drawn only from documents the person asking may open, filtered by the proposed Santre retrieval layer before the model sees anything. Each answer names the documents and pages it used, and says what it could not see.
Suggested title, type and fields for each new document. A person approves.
Totals, dates and invoice numbers read from the page without a template.
A local index that finds documents by meaning, not only by keyword.
Questions about one document or a set of them, answered with links back to the files.
The assistant drafts and points. People approve, sign, send and delete.
A later possibility, not part of the first rollout.
Narrow, read-only checks, such as contracts inside their notice window, that hand a list to a person.
Illustration with fictional documents and sample dates. It is not a recording of a running system. The assistant is proposed and is not part of the current build; agents are a future possibility.
The software is one part. Santre designs the records, sets up the system on infrastructure you control, connects your applications and keeps it running.
Choose a card or use the arrows.
Access and sign-in · IT and Management
What Santre does not do today, or does only in part.
Document types, rules and permissions are designed with each team before go-live. That needs time from your people as well as ours.
Suggestions, document chat and search by meaning are proposed. Today the only AI that runs is the built-in learning classifier.
Totals, dates and invoice numbers are not read from the page automatically yet. Rules file by words and patterns; people confirm field values.
Someone still feeds paper through a scanner or copier. Handwriting is not recognised.
Approvals run as review queues built from labels, saved views and notifications. Multi-step approval screens are proposed.
Mail is filed through a shared mailbox and rules; Teams receives notices by webhook.
The change history records who edited what. Viewing and downloading are not logged.
Retention runs on date-based rules. There is no legal hold or retention lock.
Web forms reach the engine through the API. Workflows are trigger-and-action rules, and Office files are not co-authored in place.
Each business application is connected through the API or a connector configured for you, not picked from a marketplace.
Each row carries its status today. Nothing is rounded up; where sources disagree, the lower status is shown.
Choose where the engine runs: on-site, in a private cloud you control directly, or a hybrid of the two. Then start with one department and add the rest at your own pace.
The engine, the files, the database and the backups run on your premises. A copy goes to a second location you control.
Gains. Everything stays under your roof. Scanners and file shares on site reach the engine directly. Trade-offs. You provide the space and power for the equipment. Santre designs it and looks after it.
Departments
Where it runs
Not used with this option
All three run on infrastructure you control. None of them is a shared service. The choice is made with you during design. Departments shown are examples. The order and pace are decided with you.
A first rollout proves the foundation on your own paperwork: one intake, one record design, one deployment plan. AI comes after, on ground that is already solid.
Your scanners and one shared mailbox feeding the engine.
Configured by SantreDocument types, business fields and tags for your first departments.
Configured by SantreDepartment groups, document owners and two-factor sign-in.
NativeOn-site, private cloud or hybrid, with backups and a tested restore.
Configured by SantreA walk-through with department leads before anything expands.
Proposed
