What is Office Vault used for?

Office Vault is used to store, search, and manage business documents, with OCR and AI extraction that capture data from paper files.

Who should use Office Vault?

Small and midsize businesses moving from paper to digital records, especially finance and operations teams, should consider Office Vault.

Does Office Vault use AI?

Yes. Office Vault includes AI-based data extraction that captures fields from scanned, photographed, or digital documents, alongside OCR.

How is Office Vault priced?

Office Vault uses flat monthly plans based on user seats, storage, OCR pages, and AI extractions, with higher tiers for larger teams.

What are the best alternatives to Office Vault?

Alternatives to Office Vault include M-Files, DocuWare, Laserfiche, and Zoho WorkDrive for document management and capture.

Office Vault Reviews, Features & Alternatives

Overview

What is Office Vault?

Office Vault is a cloud document management platform from South Africa that turns paper-based processes into digital workflows. It offers document storage, full-content search, version control, OCR, AI-based data extraction from scanned or photographed files, approval workflows with audit trails, granular permissions, and a customer portal. Small and midsize businesses in sectors such as finance, retail, and logistics use Office Vault to digitize records, share files securely, and connect captured data to accounting systems.

Best for

Small BusinessesFinance TeamsOperations ManagersOffice AdministratorsAccounting Teams

Product snapshot

Category: Data Extraction & Collection
Best for: Paperless SMB offices
Deployment: Cloud / Mobile
Free trial: Contact vendor
Integrations: QuickBooks Online, Xero, Sage Pastel
AI features: Yes

Key features

Key features of Office Vault

AI data extraction

Capture key fields automatically from scanned, photographed, or digital documents.

OCR and search

Make scanned files searchable by their full text content.

Version control

Track document changes and restore earlier versions when needed.

Approval workflows

Route documents for approval with audit trails at every step.

Granular permissions

Set role-based access to folders, files, and actions.

Customer portal

Share documents securely with clients through a dedicated portal.

Reviews

Office Vault reviews

3 reviews

Overall

4.0/5

Ease of use5/5
Value for money4.7/5
Customer support5/5

What users like

Easy to use daily
Workflows speed up routine tasks
Helpful and quick support staff
AI extraction from paper documents

What users dislike

Bulk scanning can slow servers
Limited SSO and OneDrive support
Minor errors take time fixing
Pricing listed in local currency

Thandie Ntombi K.

Trainee in Support Software Specialist

“Liked the ease of use, file sharing, and helpful support. Found that minor system errors sometimes took a long time to resolve.”

Samantha S.

Operations Controller

“Liked the workflows that speed up routine tasks. Found that scanning many documents at once sometimes created a server bottleneck, though staff responded quickly.”

Omar D.

IT

“Liked the data migration, permissions, AI extraction from paper documents, and cost-effectiveness. Found gaps in single sign-on and OneDrive integration.”

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Alternatives

Top Office Vault alternatives

M-Files
Best for
Metadata-driven document management
Why choose it
Organizes documents by what they are
DocuWare
Best for
Mid-market document workflows
Why choose it
Mature capture and workflow automation features
Laserfiche
Best for
Enterprise content management
Why choose it
Strong records management and process automation
Zoho WorkDrive
Best for
Affordable team file storage
Why choose it
Low-cost collaboration within Zoho ecosystem

Integrations

Office Vault integrations

Office Vault connects document capture with the accounting and storage tools many small businesses already run. Listed integrations include QuickBooks Online, Xero, Zoho Books, SAP Business One, and Sage Pastel, so data extracted from invoices and receipts can move into financial records. AWS Storage Gateway and FTP options support file transfer and hybrid storage needs, since the platform is hosted on Amazon Web Services. Documents can enter through email intake or multifunction printers and scanners from major brands, then pass through OCR and AI extraction. Web, Android, and iOS access lets teams review, approve, and share documents from the office or on the move.

FAQ

Office Vault