Sort incoming documents to the right folder

How do you sort incoming documents to the right folder?

To sort incoming documents to the right folder, point Maito at your inbox and shared files. For each file that arrives it identifies the type, suggests a folder and an owner, and files it. When it isn't sure, it asks a person in Slack or by email and waits for the answer.

How it's done today

Staff open every attachment and decide where it goes by memory.

What Maito does

1. 1.Read the file type and contents
2. 2.Match it to a client or case
3. 3.Suggest the folder and owner
4. 4.Hold uncertain ones for a person

Example

Loop run: New email with 4 attachments · docs@northstar.example

SlackEmail

#intake

Maito APP 10:25 AM

4 files received from Hannah at Acme Bakery. • W-2-2025.pdf: client Acme Bakery, folder Payroll > 2025, owner Rosa. • bank-stmt-sep.pdf: Acme Bakery, Banking > 2026 > Sep, owner Rosa. • lease-renewal.pdf: Acme Bakery, Contracts, owner Omar. • scan0044.pdf: held. Name and tax ID suggest Acme Bakery, but the address matches Acme Bakery East, a separate client. Catch: filing scan0044 under the wrong Acme would put another client's tax ID in the wrong folder. Source: file contents and the client list. Originals are kept in the inbox.

Rosa 10:31 AM

@Maito scan0044 is East's. File it there.

Maito APP 10:33 AM

Suggested: Acme Bakery East, Tax, owner Rosa. Filed there on your say-so. Want me to tell Hannah that her last email mixed both locations?

Example complete

How to set it up

What it won't do

Maito sorts by what it reads in the file. A scan that is unreadable or unlike anything you have filed before will wait for a person.

Questions