Documents
Ovia Documents
Documents arrive sooner. Nobody has to chase clients any more.
Ovia Documents knows which documents each client and each case needs. It sends the requests, checks what comes in, spots what’s missing and reminds only about that, with a tone that escalates gradually and a record of every message. It also generates recurring documents from your templates.
- ChecklistThe system knows what’s needed
- RequestThe request goes to the client
- CheckIt recognises what has arrived
- RemindIt reminds only about what’s missing
- GenerateDocuments ready after your signature
The problem
Your firm’s work grinds to a halt over a document that never arrives.
The tax return is ready, only one receipt is missing. The contract needs registering, but the second signatory’s ID hasn’t arrived. Every stalled case generates calls, emails, WhatsApp messages, reminders on paper. Multiplied across hundreds of clients, it’s a full-time job nobody chose to do.
Then there are the documents that are always filled in the same way: powers of attorney, lease agreements, engagement letters. Skilled time spent copying data from one file to another.
The solution isn’t “an AI that reads PDFs”: it’s a document strategy for each type of case (what’s needed, by when, how to remind) made secure and then automated. Extracting text and documents is already the most common use of AI in Italian companies [1]; what makes the difference is how you govern it.
Strategy and security make the money. AI is the tool. The dot marks where you decide.
Anyone today can buy a subscription to an AI tool. The value lies in deciding what to automate, how to protect your clients’ data and how to measure the result. That’s where we always start.
Strategy
For each type of case we define the document checklist, timings, reminder tone and escalation thresholds. That’s where the value lies: the rest just executes.
Security
ID documents, income, health data: sensitive categories we handle with protected upload channels, per-case access and compliant retention.
Artificial intelligence
AI recognises the document received, checks it’s the right one and complete, extracts the data and fills in recurring templates.
How it works
Documents arrive. Nobody has to chase them.
Click each step to see what happens. The system proposes, you decide.
The system knows what’s needed
For every client and case there’s a list of required documents, with deadlines. It’s your knowledge, written down once.
The request goes to the client
The client receives a clear request, with the exact list and a secure channel to upload files.
It recognises what has arrived
Each file received is recognised, checked (is it the right document? is it legible? is it complete?) and ticked off the list.
It reminds only about what’s missing
Clients get reminders only for missing documents, with a tone that escalates over time. No pointless reminders to anyone who’s already sent everything.
Documents ready after your signature
Powers of attorney, contracts, letters: after approval the case data fills your templates, in PDF and Word in the client’s folder, always at the latest valid version.
Every document starts from your approvalCalculator
What chasing documents costs
Counts only the time spent on requests, reminders and checks, not the professional work itself.
Indicative estimate based on 220 working days and conservative assumptions. In the Process Check we replace it with your real numbers.
Before and after
The same day, two ways to live it.
- Missing documents are discovered at the last minute
- Reminders go out by hand, when someone remembers
- Clients get confusing, repeated requests
- Files arrive via WhatsApp, email and USB sticks
- Recurring templates are filled in by copying data
- Nobody knows where each case stands
Security
Professional secrecy is not negotiable.
The measures we apply to Ovia Documents from day one, not as an afterthought.
Protected upload channel
No more IDs and income statements on WhatsApp: a dedicated, encrypted, logged channel.
Per-case access
Each document is visible only to those working on that case.
Compliant retention
Retention and deletion periods defined by document type.
Human review
Generated documents are drafts to be reviewed: signature and responsibility stay with the professional, as Italian Law 132/2025 requires [3].
Who it’s for
Built around the way you work.
Tax returns, accounts, recurring cases
The strongest use case: hundreds of clients, recurring documents, fixed deadlines.
- Checklists for tax returns, inheritances, annual accounts
- Automatic escalating reminders
- Powers of attorney and contracts filled from collected data
Complete case files before the hearing
Client documentation collected and checked with method.
- Document list by type of case
- Completeness checks
- Engagement letters from templates
Company and employee documents
Hirings, changes, payslips: documents that need to arrive on time.
- Document collection for new hires
- Periodic reminders to client companies
- Tidy archive per employee
Cases with many signatories
Sales and leases with documents from several people.
- Checklist for each party involved
- Lease agreements from templates
- Shared case status
The path
From Process Check to the first measurable result.
One area at a time, under your control. No sudden transformations.
Process Check
Which cases, which documents, where collection gets stuck.
Checklists and tone
Checklists by case type, timings and reminder texts.
First cycle
One type of case, real clients, automatic reminders.
Templates and extension
Generation of recurring documents and more case types.
FAQ
The questions people really ask us.
My clients aren’t tech-savvy. Will it still work?
Yes. The client receives a simple message with the list of documents and a link to upload them, even from a smartphone. Anyone who prefers can keep bringing them to the office: the system still records what has arrived.
Does the system really recognise whether a document is the right one?
It recognises the document type and checks key elements (holder, period, legibility). Doubtful cases are flagged to a person instead of being accepted automatically.
Can I choose the tone of the reminders?
Yes, it’s part of the strategy: we define the texts and escalation together, from a polite reminder to a formal notice.
Does it integrate with my practice software?
We connect your existing software where possible; otherwise Ovia Documents works with Ovia CRM, which acts as the case dashboard.
Can I generate my own contract templates?
Yes: we start from your real templates. The system fills them with the collected data and gives you back a draft to review and sign.
Press and hold to book
Ovia Process Check
Thirty minutes on your real workflow.
Then you decide.
We show you where the time goes, what can be safely automated and where it’s best to start with Ovia Documents. No obligation, no jargon.
We work with a few clients at a time. We reply within 24 hours.
The other Ovia systems
Each system feeds another.
Marketing
Bring in new clients, measurably.
Automation
Remove repetitive work and take back control.
- Ovia Second BrainYour firm’s memory, always searchable.Every answer cites its source: you verify, you don’t take it on trustExplore
- Ovia InboxYour inbox, read and understood.100% human control over repliesExplore
- Ovia CallsRecord the call. Everything else organises itself.Nothing enters the record without your OKExplore
- Ovia CRMClients, cases and deadlines in one dashboard that updates itself.Sensitive communications only go out with approvalExplore
Sources
- Istat, “Enterprises and ICT — 2025”: AI used by 16.4% of companies, 15.7% of SMEs; main barriers skills, rules, privacy
- McKinsey Global Institute, “The social economy” (2012): 28% of the week on email, almost 20% searching for internal information
- Italian Law no. 132 of 23 September 2025, art. 13 — use of AI in intellectual professions (in force since 10/10/2025)