Custom AI workflows, CRM integrations and searchable document storage, built around your business. From the first scanned page to the next action your team needs to take.
The scan is the starting point. We can build what happens next: read the document, capture the useful information, match it to the right record, send it for approval and store it where your team can find it.
HotSnail combines commercial scanning with local software development and AI skills. You can work with one team on the physical paperwork, the automation and the system it lands in.
Scan your paper archive and agree how new documents will enter the process.
Identify the document and extract the fields your business needs.
Validate references and send uncertain information to a person for review.
Update a CRM record, create a task, request approval or notify the right team.
Save the document and its metadata in a searchable library or your own system.
Choose the pieces your business needs. We design the connections between them with you.
Attach documents to the right customer, job, property, matter or supplier record. Pass the extracted fields into your system so your team does not have to type them again.
Teach the workflow which document types and fields matter to your business. Apply your naming conventions, validate references and route uncertain results for review.
Build review queues, approval steps and notifications around the way your team works. Give people a clear place to handle missing information or a document that needs a decision.
Build a SharePoint library or a custom portal with useful metadata, search and access controls. Keep the document and its business context together so it is easy to find later.
A stack of work orders can become a process that knows which job each document belongs to, flags missing references, and gives the office team a searchable record.
This is an example of what we can build. Your document types, rules and destination system determine the final workflow.
Explore the work-order example →If you already work in SharePoint or a CRM, we start there. If the missing piece is somewhere sensible to keep your documents, we can build that too.
We agree where the files live, who can see them, how your team searches, and what happens when someone needs to correct a field or review an exception.
Document libraries with the metadata, views and permissions your team needs.
Connections through supported APIs or imports, scoped against your system and access.
A focused interface for search, document review and the actions your staff need to take.
Show us what arrives, what someone does with it today, and where the finished record should end up. We can map the workflow before you commit to a full build.
Standard scanning, indexing and delivery are covered on our pricing page. CRM integration or a searchable cloud document library is included on contracts of 6 months or longer.
A complete bespoke workflow is scoped around your requirements. Custom AI flows, complex integrations, approval interfaces, storage, software licences, hosting and ongoing support are agreed and quoted where applicable.
We agree access, delivery and document handling around your business requirements. Explore our document handling process.
Yes. Where your system supports an API or a suitable import, we can build an integration that attaches each document and its extracted fields to the appropriate record. We confirm the available access and matching rules during scoping.
Yes. We can build a SharePoint document library or a custom document portal, with the fields, search, permissions and review screens your team needs. Storage, hosting, licensing and ongoing support are agreed with the project.
Yes. We can configure the document types, fields to extract, naming rules, matching logic and routing around your paperwork. We test these on your own sample documents, including the exceptions, before rolling out the workflow.
The scanning price includes the standard indexing and delivery described on our pricing page. CRM integration or a cloud document library is included on contracts of 6 months or longer. Bespoke AI flows, approval screens, complex integrations and ongoing hosting or support are scoped and quoted separately.
Describe your paperwork, the system you use and the work your team repeats today. We will discuss how scanning, AI and software can join it into one process.