In private beta. Opening in waves, advancement teams first
Every document your institution can't afford to lose, in one place you can search
Decades of paper. Seconds to the answer.™ PaperlessZen™ is a document management system that reads each page, files it automatically, and tracks what it promises.
Decades of paper become searchable institutional memory, with no data-entry project required.
We're opening PaperlessZen to advancement teams in waves, working hand in hand with a small group of design partners to finish the last mile. This page is what the system does; the first teams in help decide how it looks and feels.
One system for the whole life of a document
Intake that files itself
Scans, emails, and uploads arrive, get classified, and land in the right folder. You confirm; you don't sort.
Search that reads every page
Full-text and AI search across every scanned document. Ask a question, get the answer and the page it came from.
Deadlines you can keep
Reporting dates, renewal terms, and obligations are pulled from the text and tracked, so nothing quietly lapses.
Automations in plain language
When this arrives, file it here and remind me in 90 days. Rules you can read, that never alter a document's contents.
Approvals on the record
Who signs off before whom, captured as a flow and an audit trail you can hand to counsel.
Audit, retention, and holds
Every view, share, and download recorded. Permanent records locked, scheduled ones tracked, nothing deleted by accident.
Use cases
One engine, every document that matters
PaperlessZen handles any high-stakes paper trail. Advancement teams are where we started; here's where the same system goes next.
Gift agreements for advancement teams
- Before
- A forty-year donor history scattered across inboxes, drives, and the memory of a gift officer who left in 2019.
- After
- Thirty seconds to every agreement, side letter, and amendment, and every promise they made.
Our flagship use case. Before asking for the next gift, see a donor's forty-year history in thirty seconds. PaperlessZen captures every agreement, side letter, and amendment, tracks the obligations they create, reporting dates, naming terms, and pledge schedules, and keeps the relationship in the institution's memory when a gift officer moves on. Approval flows route each agreement to the right signatures, and a donor portal handles countersignatures.
See the gift agreement workflow
Contracts and agreements
- Before
- A renewal date buried on page six of a PDF in someone's downloads folder.
- After
- The date pulled from the text and surfaced before it passes.
Vendor contracts, MOUs, and licenses in one searchable place instead of a dozen inboxes and drives. Renewal and notice dates are pulled from the text and surfaced before they pass, and each contract routes to the right people for sign-off, with the approval trail kept alongside the document.
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Governance and board records
- Before
- "Where are the 2021 minutes?" Asked in an email thread, answered three days later.
- After
- Found in one search, with every view on the record.
Minutes, policies, bylaws, and resolutions, kept together and findable years later. Access is role-based and every view is on the record, so the board's history is open to those who need it and protected from those who don't.
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Compliance and records retention
- Before
- A retention schedule in a binder nobody's opened since the last audit.
- After
- Permanent records locked, scheduled records tracked to the date, every action exportable.
Retention schedules and legal holds, handled for you. Permanent records are locked, scheduled records are tracked to their date, and every action leaves an audit trail you can export when someone asks to see it.
Talk to usFrom paper chaos to calm, in one system of record
Our mission: turn decades of paper into searchable, governed institutional memory. We read every page, track every obligation, and keep every document findable inside the systems where your team already works, so institutional memory becomes a system instead of a person.
We're building this with our first advancement teams
The product is built and running. Ahead of a wider launch, we're rolling it out to advancement teams first, tailoring it to advancement workflows alongside a small group of design partners.
So this site shows you what the system does, not a gallery of screens. We're keeping the full product close while we bring on our founding partners, and they get the first real look, on their own documents. We open in waves, advancement teams first.
A partnership starts with a free demo. From there, a pilot is a scoped, hands-on engagement on your own documents: real implementation work, at founding-partner pricing locked in while we build alongside you. If your team lives in decades of paper and you'd rather help shape the tool than inherit someone else's version of it, there's a seat at the table.
Ready to get every document under control?
Book a 30-minute demo and see your own documents searchable in minutes, not months.