An Aivell picks up every incoming document — emailed, scanned or pushed by webhook — reads it inside your office, works out what it is and who it belongs to, renames it to your convention and files it in the right folder on your share or Drive. Unclassifiable ones land in a triage folder for a human.
starts when: A document arrives in the intake mailbox or lands from the office scanner
Every office has the folder. It is called “Scans” or “To file”, and inside it live three hundred documents named scan_0217.pdf. The naming convention exists — it is written down somewhere, probably in the same folder — but filing is nobody’s favourite job, so it happens in bursts, weeks late, by whoever loses the coin toss. Then a client calls, and finding one delivery note costs twenty minutes.
The catch with fixing this in the cloud is that the pile is precisely the paperwork you least want uploaded: signed contracts, identity documents, payslips, medical certificates. Sorting it means reading it, and reading it on someone else’s servers is a hard sell to any client — or any data-protection officer.
The convention finally enforces itself, because the one doing the filing never gets bored and never improvises. And the guardrails hold the archive steady: your Aivell can add documents to it, but what is already filed cannot be renamed, moved or deleted by anyone but you.
No flowcharts, no code — a chore is just a message to your Aivell, in your own words. It shapes it into a solid, guarded procedure and follows it to the letter. This one:
pick up everything sent to docs@ or dropped by the office scanner
read it and decide what it is — invoice, contract, delivery note, certificate, id
rename it — date, sender, type — following the office convention
file it in the matching client folder on the share
ids and anything personal go to the restricted folder, nowhere else
can't tell which client it belongs to? park it in triage and ask Chiara
keep an index sheet of what was filed where
friday afternoon, send the week's filing log
Connected with single-click passkeys — no copied tokens, no OAuth hell.
Every tool can be limited to exactly what this chore needs. For this one, you might set:
You describe both in the chore, exactly as you would explain them to a new office manager — "date first, then the client, then what it is; certificates go under compliance". If the convention changes, you edit the sentence and every document from then on follows it.
This software, yes — because it reads them behind your firewall. Nothing is uploaded to a classification service; the pages are read by a model running on the box. That keeps sensitive paperwork under your roof, which is [privacy by design in the GDPR sense](https://seresa.io/blog/eu-ai-act-for-marketers/gdpr-article-25-and-local-ai-why-on-premise-llm-inference-is-privacy-by-design), not just a policy promise.
It goes to a triage folder, and the person you named gets a short message saying what arrived and why it could not be placed. Nothing is filed on a guess, and nothing sits unread in a mailbox either.
Yes — the destination is whatever your office already uses, Drive or a plain network share, same convention, same restricted-folder rules.
An on-premise AI colleague reads each incoming contract, logs parties, value and renewal terms in a register — and books the deadlines on your calendar in time to act.
New documents arriving by email or landing on the share are read, indexed and made searchable automatically — on a box inside your own network.
An on-premise AI colleague reads every supplier invoice — PDF, scan or photo — and books it into your sheet or database. Invoices never leave your office.
An on-premise AI colleague for law firms: client intake, document collection, conflict-check support and matter deadlines — behind your firewall, where privilege lives.
An on-premise AI colleague for insurance brokers: sorts claims documents as they arrive, works the renewal book, chases clients for papers. Client data stays in your office.
An Aivell is an on-premise AI colleague: a small box that plugs into your network, runs its own AI onboard and takes the repetitive work off your desk. Prompts, documents, data — nothing ever leaves your office. Unplug the internet: it keeps working.
You describe each task as a chore, in plain language. Your Aivell turns it into a solid, guarded procedure and runs it in the background — with guardrails on every tool, a complete audit trail, and approvals in your hand when you want them. One-time setup, fixed monthly fee. No tokens, no overages.
onboard inference · air-gapped · fixed monthly fee