Contract management
Your contract keeps warning you after signature.
Drafts, negotiation rounds, approval and signature in one place. Renewal and termination dates never come as a surprise.
Learn moreCorporate Brain · Corporate Intelligence
Let your documents do the work. Your team does theirs.
mindfile reads your contracts, invoices, correspondence and scanned paperwork, files them on its own and answers with the page when you ask. Repetitive work like tracking, checking and reporting goes to your digital employees.
- Every answer with its source
- Personal data masked by your rules
- In the cloud or on your own servers
The ecosystems we belong to
We grow mindfile together with these ecosystems.
From the moment a document arrives, it works for you.
Four steps. None of them asks you to type anything in.
01 · Arrives
Wherever it comes from, into one archive.
Email attachments, scanner output, Drive, SharePoint or the shared folder nobody has touched in years. Scanned paper included.
02 · Files itself
It reads, classifies and fills in the fields.
Document type, unit, party, date, amount… mindfile reads them from the document. When it isn’t sure, it doesn’t guess. It asks you.
03 · Answers
Ask, and it answers with the page.
Ask in your own words; the answer comes with document, page and clause. Documents you can’t access never make it into the answer.
04 · Reminds
When the date comes, it finds you.
Termination dates, payment terms, retention periods… Your digital employee keeps track, prepares what’s needed and gets your approval before anything goes out.
Living memory
Living corporate memory, in four layers
Every new document and version that enters mindfile joins your organisation’s searchable, AI-ready memory. All four layers built on it are live today.
What feeds the memory
- New contracts
- Proposals
- Policies
- New versions
- Reports
Living corporate memory
Every new document widens the organisation’s searchable, AI-ready memory.
- 01Document layerStore and governArchive · Metadata · OCR · Permissions · Versions · Audit trailLive
- 02Intelligence layerSearch and understandAI Cockpit · Cited answers · Comparison · AnalysisLive
- 03Agent layerAnalyse and produceExpert agents · Reports · Recommendations · Structured outputLive
- 04Workflow and action layerAct and orchestrateTasks · Approvals · Reminders · Processes · System actionsLive
mindfile AI
You know what you’re looking for. It knows where it is.
Ask your archive the way you’d ask a colleague. mindfile answers only from your own documents and shows where every sentence came from.
Every fact in the answer links to the page it came from. A record, not a guess.
Reading three contracts side by side shouldn’t take an afternoon.
A hundred-page file becomes a five-minute read, or an audio summary for the commute.
The clauses to watch before you sign, in order of importance.
Digital employees
Hand off the repetitive work. Keep the control.
Each digital employee has a job, a scope of access and a manager: you. Tell it what to do; it does the work and checks with you at the steps that matter.
What would you like to hand off?
Emma
Contract tracking
You write
Emma, find the contracts with a termination or renewal date in the next 60 days and remind their owners.
It does
- 214 contracts checked
- 3 upcoming dates found
- Reminder emails ready
Waiting for your approval before sending
Mark
Invoice checks
You write
Mark, check this month’s invoices for missing details or duplicate entries.
It does
- 142 invoices read
- 2 duplicate entries found
- 1 invoice missing a tax number
Waiting for your approval before it goes to accounting
Nora
Data protection scan
You write
Nora, list the documents in the HR archive that are past their retention period and contain personal data.
It does
- 3,214 documents scanned
- 48 contain personal data
- 12 ready for disposal
Disposal list waiting for your approval
Ben
Management report
You write
Ben, every Monday at 9:00, send management a summary of last week’s contracts and archive activity.
It does
- Report ready every Monday
- Source documents attached
- Shared in the Teams channel
Shows you the first report before sending it
Lily
Incoming documents
You write
Lily, file the scans that land in the shared folder under the right unit; ask me about the ones you’re unsure of.
It does
- 36 new documents arrived
- 33 filed in place
- 3 waiting for your decision
3 documents waiting for your approval
Works with Slack, Teams, Outlook, Gmail, Jira and Google Calendar. Stop them all with one click.
From a document’s first day to its last, on one platform.
Instead of separate tools, spreadsheets and shared folders.
Import and auto-indexing
Years of archive, in place within days.
Connect your folders; mindfile reads, classifies and fills in the index fields. It asks you about what it isn’t sure of.
Learn moreSecure file transfer
Request a document, receive it in the archive.
Suppliers and customers upload documents through your secure link; every file passes a virus scan and lands in the right folder.
Learn moreArchive management
“Who has that file?” becomes history.
Every document’s location, version, retention period and current holder are known. Loans, transfers and disposal run with approval.
Learn moreData protection & security
AI works without seeing personal data.
National ID numbers, IBANs, phone numbers and the like are masked before they reach the provider. Who saw what, and when, is on record.
Learn moreWhichever desk you sit at, your work gets lighter.
mindfile solves a different problem in every department. Pick yours.
- 1
Find the clause in seconds
“Which contracts have a penalty clause?” is now a single question.
- 2
Negotiate clause by clause
Every round from the other side, its changes side by side.
- 3
Never miss a termination date
The owner is reminded before the notice period runs out.
Related:Contract managementmindfile AI
- 1
Invoices and their backing in one place
Invoice, purchase order and contract in a single search.
- 2
Payment dates on the calendar
Payment terms in your contracts land on the calendar on their own.
- 3
Audit-ready every day
The requested document, with who opened it and when.
Related:mindfile AIArchive management
- 1
Personnel records in one file
Scanned paperwork is read too and lands in the right person’s file.
- 2
Compliant retention and disposal
Expired records are listed and disposed of with minutes, as data protection law requires.
- 3
Policy questions answered with sources
An employee’s question is answered with the relevant clause of the policy.
- 1
The weekly summary arrives on its own
A digital employee prepares the report; you just read it.
- 2
See risks before you sign
Analysis reports bring unusual clauses to the top.
- 3
Who saw what, at any moment
Every action, viewing included, sits in a record that can’t be deleted.
- 1
Years of archive in within days
From Drive, SharePoint, OneDrive, SFTP or disk, in the background.
- 2
Physical and digital in one inventory
With shelf, box, loan and return tracking.
- 3
Your rules
Access by unit, role and confidentiality level; on your own servers if you prefer.
Getting started takes three steps.
- 1
Let’s talk
In forty-five minutes we hear how you work and show you mindfile with your own scenario.
- 2
Try it with your own documents
Your team tries it on your real documents; you see it working before you decide.
- 3
Go live together
We’re with you through setup and the move of your archive.
Pricing
Per user, as much as you need. We’ll work out a clear quote together in the first meeting.
See it with your own documents.
Leave the form; we’ll get back to you within one business day and set up a demo around your scenario.
- No preparation needed; forty-five minutes is enough
- With a small sample of your own documents, if you like
- If we’re not the right fit, we’ll tell you
Questions you may have
Are our documents used to train AI models?
No. Your documents are never used to train any AI model; they are read only to answer your questions. We work with AI providers under a Zero Data Retention policy: the text sent is not kept once the answer is produced. Personal data masking is your organisation’s setting; you decide which kinds of data are masked. Our services and servers are in Türkiye.
How long does moving our archive take?
It depends on the number of documents, but it doesn’t hold your team up: the import runs in the background while you use mindfile.
We also have a paper archive. What happens to it?
Physical files enter the inventory too, with their location, loan status and retention period. Scanned pages become searchable text.
Can we install it on our own servers?
Yes, there is an on-premises option. In the cloud, your data is kept separate from every other organisation.
Our team isn’t technical. Is it hard to learn?
Anyone who can type into a search box can use it. We set it up together with your team and stay with you through the first use.
Don’t let knowledge sit in the archive. Put it to work.
Give us forty-five minutes and see what changes with your own documents.
