Custom Solutions

Your process, digitised end to end.

Not every business fits an off-the-shelf product. We take the process you already run and build it into a secure, automated solution on the PaperTrail platform, connected to the software your teams already use.

Discuss your process

See what we build

300+

organisations run on PaperTrail

1 billion+

documents processed every year

1998

building document solutions since

industries with a dedicated solution

Why custom

Software that fits the way you work. Not the other way round.

Most of our work starts with a business process that already exists: a lease that needs vetting, a delivery that needs proof, a prescription that has to reach a pharmacy, a recall that cannot wait. We digitise that process as it is, and we don’t ask you to adapt to a fixed workflow.

Your solution is built on the same PaperTrail platform that runs our products, so you get proven document management, workflow, eSignatures and AI capture, shaped around your rules, your screens and your systems. Notifications, reminders and escalations keep time-sensitive steps moving, and every action is on record.

You always receive pricing based on your exact requirements and budget.

Ready-made

Choose a PaperTrail product

For common processes we already have a product you can start with quickly.

LeaseHub for leasing and rentals
TravelHub for corporate travel
PeopleHub for HR
CreditorsHub for accounts payable
PaperTrail Sign and Contract Management

Built for you

Choose a custom solution

When your process is specific to your business, we build the solution around it.

Your own workflow, rules and approval chain
Screens and forms designed for your teams
A mobile app for drivers or field staff
Integration with the systems you already use
AI that reads and routes your documents

Discuss your process

Building blocks

Proven parts, put together for your process.

Every custom solution is assembled from the same tried and tested capabilities. We combine the ones you need and build the rest around your business.

Storage and retrieval

A secure repository for every scanned and electronic document, found in seconds.

Custom user interface

Screens designed around the people who use them, from clerks to executives.

Routing and approvals

The right document reaches the right person, with escalations when it stalls.

Custom workflow

Your rules, steps and exceptions, modelled exactly and changed as you grow.

eForms and eSign

Online forms and legally binding electronic signatures, ECT Act compliant.

OCR and AI capture

Documents read, classified and indexed automatically by Scout AI, without manual capture.

Mobile app

Capture, sign and approve in the field, on iOS and Android.

Reporting and dashboards

Live insight into volumes, turnaround times and bottlenecks.

Third-party integrations

Connected to Sage, SAP, Pastel, Xero, Microsoft 365 and more.

API

Use PaperTrail functions from inside your own software.

Payment processing

Take payments as part of the process, from booking to sign-off.

Records management

Retention, disposal and audit trails aligned with NARS and ISO.

AI built into your process

Your process, with intelligence at every step.

Scout is a building block of every custom solution. We put AI exactly where your process needs judgement: when documents arrive, at every check, at every decision and in every report, always with people in control.

Scout Search finds documents by metadata and content without sharing them with any AI model.
Reading documents happens only when you choose to share, per process, with the model and location you choose, down to a local LLM on your own servers.

Delivery notes signed last Friday with a short delivery

Delivery note DN-55812 · PolokwaneSigned 10 Oct · 2 pallets short
Delivery note DN-55830 · MbombelaSigned 10 Oct · 1 carton damaged
Delivery note DN-55841 · RustenburgSigned 10 Oct · 4 units short

Scout Search · searched inside PaperTrail, no documents shared with an AI model

Scout Search · no sharing
Search everything, in plain language
Your teams ask questions of the whole process, across metadata and the contents of every document.
When you choose to share
Intelligent intake
Whatever arrives by email, scanner, eForm or mobile app is read, classified and routed to the right workflow.
When you choose to share
Extraction into your systems
Data from any document layout lands in your fields, then flows on to Sage, SAP, Xero or your own applications.
When you choose to share
Rules plus judgement
Scout checks documents against your business rules and policies and explains every exception it raises.
When you choose to share
AI-assisted decisions
Scout recommends approve, reject or query at each step, and your people make the final call with the reasons in front of them.
When you choose to share
Smarter field capture
A photo of a delivery note or form from the mobile app is read, checked and matched before the driver leaves site.
When you choose to share
Any language in, your language out
Documents in other languages are read, summarised and acted on in English.
When you choose to share
Documents generated for you
Letters, reports, certificates and replies drafted from the case and its history, ready for review.
When you choose to share
Answers about your process
Ask why claims were rejected this month or which suppliers caused most queries, and get an answer drawn from the documents.
When you choose to share
Exceptions, explained
When something doesn’t fit, Scout says why, so your team fixes the cause instead of hunting for it.
When you choose to share
Every AI step on record
Each AI result is captured in the document’s audit trail, next to the people who reviewed and approved it.
Local LLM option
Your model, your rules
Choose a public cloud model, your own AWS region or a local LLM for each process, and switch later without rebuilding.

Your documents are only shared with an AI model when you switch it on for a process. You choose the model (Claude, Gemini, Azure OpenAI, AWS Bedrock or a local LLM), and people approve what matters.

Meet Scout

How it fits

One platform at the centre of your process.

Your people work in the screens and apps we build for them. PaperTrail handles the documents, decisions and signatures. Your existing systems stay in place and receive clean, approved data automatically.

Cloud or on-premise · POPIA-aligned access control · ECT Act compliant signing · Full audit trail · Active Directory sign-in

How we work

From your process to a working solution.

01
Understand your process
We map how documents, people and approvals move through your business today, and where time and money are lost.
02
Design the solution
Together we specify the workflow, forms, screens, rules and integrations, so you know exactly what you are getting and what it costs.
03
Build and integrate
We configure PaperTrail, build what is unique to you and connect it to the systems you already use.
04
Test and train
Your team tests the solution with real documents, and we train the people who will use and run it.
05
Go live and grow
We support you from day one, and the solution grows with you as you add processes, users and features.

What we have built

Custom solutions already at work.

Manufacturing

Approval and quality questionnaires at every production stage, with full audit history, risk management and document control for policies, work instructions and training guides.

With AI Scout reads quality reports and flags deviations before a batch moves on.

Logistics

Delivery notes imported or created in PaperTrail, drivers allocated, recipients signing on the driver’s mobile device, then auto-invoicing and close-out.

With AI Scout reads photos of signed delivery notes and spots short or damaged deliveries.

Pharmacy and medical

A digital prescription service that routes the original document from doctor to pharmacy in line with regulations, secured with PKI digital signatures and advanced encryption.

With AI Scout checks every prescription for completeness before it reaches the pharmacy.

Service bookings

A custom mobile app for scheduling between customers and service providers: availability, booking, payment, approval and sign-off, without manual intervention.

With AI Scout reads booking requests and suggests the right provider and time slot.

Food production

Manufacturing workflow with a custom interface and a recall workflow with sign-off, saving hundreds of hours in recall response.

With AI Scout reads supplier certificates and recall notices and lists the batches affected.

Food safety certificates

All certificates in one place, with automatic expiry monitoring that notifies the right people in time.

With AI Scout reads each certificate for its expiry date and scope, so nothing lapses unnoticed.

In their words

Projects our clients are proud of.

Just have some great news to share with you that our specific PaperTrail Project won the “Megavation Award” at the FirstRand Awards Event.
First Rand Bank

I really thought it was an impossible task, and I’m really glad of the outcome. You have really been a great help and been patient with us during the entire project, and you’ve provided us with excellent service.
Tourvest Travel Services

Extremely patient and do level best to accommodate business request Delivery. Egis included small aspects into the development that enhanced the functionality, look and feel of the system that was not always requested. Experts in customising of software to suit needs.
FNB