Every document.One timeline.Its own date.
FlowDox files each document under a flow number and stands it on that flow's timeline at the date on its face — issue date, signing date, effective date — never the day somebody uploaded it. Open a contract and you see its whole history, not a folder.
Dropped today, dated 4 September — it lands in September, not today.
See it work
Six things FlowDox does, shown moving, on the demo company's own flows; the Registry scene's letterhead is drawn for the scene.
Time is the axis
A flow is anything worth keeping a file on — a contract, a project, a tender. Everything on it sits on one spine in date order: incoming on the left, outgoing on the right, a quiet month folded into a gap marker. The flow number is the organising principle; time is the axis.
Drop it. It is read.
Drop a PDF, a Word or Excel file, a photo or a scan. FlowDox hashes it, reads its text and proposes a type. With reading switched on, it reads the fields, the parties and the date off the page — every value with the line it came from, and nothing the page does not say.
A record you can stand behind
Originals go into private storage — straight from your browser where the store takes a direct upload, and through the app server in pieces where it does not. Every file is hashed, every change is in an append-only activity log, and any past date can be replayed exactly as it stood.
Nothing was typed into a task list — the loops come from the documents themselves.
The Brief knows what is open
An invoice with a due date, a letter that asked for a reply, a bulletin with a deadline: each creates an expectation the moment it is filed. The Brief lists what has fallen due — overdue, due soon, waiting — worked out from the documents on the flow, with the day count and the document it came from. Nobody maintains a task list; the list is the paperwork.
- A flow timeline: our email of 14 April, "Missing items on DN-4402", on the outgoing side; INV-2026-201 for €120,000.00, due 1 August, on the incoming side. The Brief below is empty.
- Today is moved from 24 July to 6 September. As it passes 1 August the payment plan turns overdue and the invoice card is marked OVERDUE.
- The Brief derives an open loop: OVERDUE · INV-2026-201 · €120,000.00 unpaid · due 1 Aug · no Payment Advice filed — and the counter ticks from 3 to 36 days overdue as Today reaches 6 September.
- A second loop follows: DUE SOON · SB V400-53-4123 rev 2 compliance by 30 Sep · filed 9 Mar · 24 days left.
- And a third: WAITING · Missing items on DN-4402 — no reply · our email 14 Apr · 145 days.
- Nothing was typed into a task list — the loops come from the documents themselves.
Contract, invoices, payments — each figure is derived from a document on the timeline, never typed in.
Money, reconciled from the flow
The contract sets the value. Each invoice raises what has been invoiced; each payment advice settles what is outstanding; a variation order moves the contract itself. The five figures on the Money tab are derived from those documents at whatever date you are looking at — in each document's own currency, with the exchange-rate effect shown separately.
- The Money tiles read Contract value €2,400,000.00, Invoiced €0.00, Paid €0.00, Outstanding €0.00 and Still to invoice €2,400,000.00 — the contract, signed 3 February 2026, is the only document on the spine.
- Invoice INV-2026-118 for €48,300.00 lands on the incoming side at 12 March; a chain draws from the contract to the invoice.
- Invoiced ticks to €48,300.00, Outstanding opens at €48,300.00, and Still to invoice falls to €2,351,700.00.
- Payment Advice PA-0231 for €48,300.00, marked paid, lands on the outgoing side at 18 March; the chain draws on from the invoice to the payment.
- Paid ticks to €48,300.00 and Outstanding returns to €0.00.
- Variation Order 1 for +€85,000.00, signed 15 July, lands; a chain draws from the amendment back to the contract.
- Contract value ticks to €2,485,000.00 and Still to invoice to €2,436,700.00 — every figure is derived from a document on the timeline, never typed in.
Drop a file on its card: the next version, at its own date, and the old one stays on the spine as a ghost.
Versions, and what changed
Drop a file on a document's card and it becomes the next version. The card moves to the new version's own date; the old one stays on the spine as a ghost, so the history is still there to see. Compare any two versions and the difference is of the documents' own text — the line that was removed, the line that was added, the fact that changed.
- The stress report “Cargo door surround — stress”, SR-V400-53-002 rev A, sits on the flow at 8 July 2026 as version 1.
- A file is dropped onto its card.
- The card becomes version 2, rev B, and moves down the spine to 15 July 2026 — the new version's own date.
- At the old row a dashed, struck-through ghost stays: v1 · rev A → v2 · 15 Jul 2026.
- A compare panel opens beside it: v1 rev A against v2 rev B — one line removed, one added, one changed; +0 pages.
Every file is hashed before anything else — the same bytes are linked, whatever the file is called.
The same file is never filed twice
Before anything else, every file is hashed with SHA-256 in your browser. If the same bytes are already on a flow in your company, FlowDox shows you where and offers to link the existing card rather than file a copy — whatever the file happens to be called. A file with the same name but different bytes is offered as a question, not assumed.
- A file named INV-2026-201 (1).pdf is dropped onto the flow, where the invoice INV-2026-201 for €120,000.00 has been filed since 2 July 2026.
- Before anything else the file is hashed: sha256-a561f9b1b4d78df2…
- The checksum matches the existing card: the same bytes are already on this flow.
- FlowDox says "Already here — the same bytes are on this flow as INV-2026-201, 2 Jul 2026" and offers two choices: Show that card here, or Skip.
- The dropped file is not stored again; the existing card simply gains a "⧉ linked" chip. No second card appears.
What is read off a letterhead fills the blanks in the register — and says which document it came from.
A registry that learns from the documents
When FlowDox reads a letterhead it finds the company: legal name, address, phone, VAT number. A company the register does not know is added; a known one has its blanks filled. Every learned detail carries the document it was read from, and a value a person typed is never overwritten. The register grows from the paperwork, one document at a time.
- An incoming letter from NSB GmbH is filed: NSB-2026-0412, “Confirmation of inspection date”, 2 September 2026. The register's row for NSB GmbH holds only what a person typed — the code NSB — and its 61 documents; legal name, address, phone and VAT are blank.
- FlowDox reads the letterhead. Three fields appear beside the page: legal name Nordsee Strukturbau GmbH, address Hafenstraße 12, 20457 Hamburg, phone +49 40 1234 5678.
- Each value moves into its empty cell in the register, and under each cell a line says where it came from: read from NSB-2026-0412.
- The typed code NSB carries a lock and does not change — a value read from a document never overwrites what a person recorded. The VAT number stays blank: the letterhead did not give one.
Pick a day and the flow, the Brief and the Money are exactly as they stood — nothing is stored, everything is derived.
As of any day
Pick a day and the flow shows itself as it stood: documents dated later disappear, the Brief's open loops and the Money figures are recomputed for that day, and the view is tinted so nobody mistakes it for today. None of it is stored — everything on the timeline is derived, so any past date can be reproduced exactly.
- The flow as it stands today, 6 September 2026: PO-0088, three invoices from NSB GmbH and Variation Order 1 on the spine; €488,300.00 invoiced, €368,300.00 paid.
- The date scrubber is dragged back from 6 September to 1 April 2026.
- As it passes each date, the documents filed after it fade: Variation Order 1 of 15 July, INV-2026-201 of 2 July, INV-2026-140 of 7 April.
- The Today pill becomes As of · 1 Apr 2026 and the Money tiles restate: €48,300.00 invoiced, €48,300.00 paid — only INV-2026-118 and its payment existed that day.
- Nothing was stored for that day; the view is derived from the documents and their dates.
What it does
Only things that work today.
- 01
Flow numbers
Issued by the database, one at a time, never reused. A deleted flow's number stays spent.
- 02
Its own date
A document stands on the spine at its issue, signing or effective date — never the upload date.
- 03
Read off the page
Type, fields, summary, parties and date come off the page. Read from a file's text, a value quotes its line, or it is discarded. Off a scan or a photo, an amount, a date or a currency needs its line, and a company or a person waits for someone to confirm it. A field still missing after that, other than an amount, a date or a currency off a scan or a photo, may be taken from FlowDox's own summary of the document, and is marked “from the reading” for you to check.
- 04
Any file
PDF, Word, Excel, PowerPoint, text, and photos or scans saved as JPEG, PNG, GIF or WebP; a picture of another kind is filed as it is, with its fields yours to fill in. A scan with no text is read off the page itself.
- 05
Duplicates by bytes
Every file is hashed with SHA-256. The same file is linked, not filed twice — whatever it is called.
- 06
Versions and compare
Drop a file on its card for the next version. The comparison is of the two documents' own text.
- 07
The Brief
Open loops derived from the documents: an unpaid invoice, an unanswered letter, a deadline in a bulletin.
- 08
Money
Contract, invoices, payments — reconciled at any date, each document in its own currency.
- 09
Plans
Expected payment, delivery or reply. When the document arrives, the plan is realised — early, late or short.
- 10
A registry that learns
Companies and people. A detail read off a page carries the document it came from; typed values are never overwritten.
- 11
As-of
Pick a past date and see the flow, the Brief and the Money exactly as they stood.
- 12
Access and audit
No view, View, Print or Edit — per workspace, project or flow. An append-only activity log for admins.
How it works
Open a flow
A number of your own: your company, workspace, project or department, the year if your company shows it, and a counter. The contract or PO is carried on the flow, not in its number. Issued once, never reused.
Drop what arrives
PDFs, Office files, photos, scans. FlowDox hashes each one first, so a file you already have is linked, not filed again.
Let it be read
The type, the fields, a summary, the parties and the date come off the page. Files dropped on a flow go to the upload screen, where each new file FlowDox can read is read as it arrives, while the month's reads cover it, and you check it before filing. A new version dropped on a document's card is filed through a short form. It is read then if your level may change the document's details. If not, it is filed unread, for somebody who may to have it read from its card. The fields stay editable afterwards. What is read from a file's text is checked against it; what is read off a scan or a photo, or taken from FlowDox's own summary, is marked so, for you to check against the page.
Read the flow
The timeline, the Brief's open loops, Money from contract to payments, versions side by side — as of today or any day before.
Where it runs
- Built for companies anywhere: any currency, any time zone, any language of paperwork.
- Where your storage takes a direct upload, your browser sends the file straight to it on a link signed for that one upload. Where it cannot, the file passes through the app server in pieces.
- A deleted document waits in the recycle bin for the window your admin sets, and its original is then removed the next time an admin opens FlowDox. Where documents are held in storage, FlowDox's servers cannot remove one before its held date; where they are not, deleting the whole company removes its files.
- Reading sends a document's text — or the page itself, where the file is a scan or a photograph carrying no text.
- Each company's records are kept apart by row-level security on every query; its files by a per-company folder that every storage request is checked against.
- Companies share one list of the companies they deal with: the shared company registry. It holds a company's code, name, other names, country, a one-line description and website, and whether the company has claimed its record; once it has, also the address, phone, email and tax number it chooses to publish there. A company is added only when someone asks FlowDox's operator to add it and the operator approves. The address, phone and email you type for the companies you deal with stay in your own register; their name, other names, line and website are sent only when you ask FlowDox's operator to add them. A tax number sent with such a request is kept only so the operator can spot a duplicate, and is never shown to another company.
- Automated tests run against a real database: one company cannot read or write another's records, each number is issued once, and the activity log is added to and never changed.
Built for
- Any company that runs on contracts, orders and correspondence
- Any project, from the first quotation to the last payment
- Any team that has to answer what came in, when, and what is still open
Prices
Per user a month in US dollars, excluding tax. Starter, Team and Business can be paid monthly, or yearly with two months free; Enterprise is paid yearly only. People who only look at documents join free as view-only members, up to 3 for each paid user.
Every document FlowDox can read is read as it is filed while the month's reads cover it: its type, its dates, its figures and its parties, found for you. A file sent in from outside the company is read only when the flow's owner, an org admin or a deputy admin lets FlowDox read it. A new version filed at a level that may not change its details waits for somebody who may. FlowDox also limits how many documents one person sends to be read in a minute and an hour, and one company in a minute, an hour and a day; one past that limit is filed unread and can be read from its card.
Starter
- Users
- 3 to 15 users
- Reads
- 40 reads per user a month, pooled
- Storage
- 250 GB for the company
- Downloads
- 10 GB per user a month, pooled
- Support
- first reply within 2 business days
- Timeline at the document's date
- Reading off the page
- Versions and compare
- Duplicates by bytes
- Registry
- Plans: the payments, deliveries and replies you expect
- Money: contract to payments
- Project budget and commitments
- Access levels per workspace, project or flow
- Approval workflows
- Activity log for admins
- View-only members, free: up to 3 for each paid user
Team
Recommended- Users
- 5 to 100 users
- Reads
- 80 reads per user a month, pooled
- Storage
- 1 TB for the company
- Downloads
- 20 GB per user a month, pooled
- Support
- first reply within 1 business day
- Everything in Starter
Business
- Users
- 10 to 500 users
- Reads
- 120 reads per user a month, pooled
- Storage
- 2 TB for the company
- Downloads
- 30 GB per user a month, pooled
- Support
- first reply within 1 business day, and within 4 business hours when the company cannot work (FlowDox not answering, or documents cannot be filed or opened)
- Everything in Team
Enterprise
- Users
- 25 users and up
- Reads
- 150, 250 or 400 reads per user a month, pooled
- Storage
- 2 TB, 5 TB, 10 TB or 20 TB for the company
- Downloads
- 30 GB per user a month, pooled
- Support
- Standard, Priority or Premium
- Everything in Business
- Reads, storage and support of your choosing, each priced below
A document is one read for every 10 pages or part of 10. A document of very small or densely packed print counts by how much is printed on it, and can be more reads than its pages alone make. Pages are counted from the PDF, or from the text at 3,000 characters to a page, whichever is more; a photo is one page. Where FlowDox has only the text, a claim of more than 100 pages counts as 100. FlowDox counts a document before it is read, and if the pool cannot cover it, it is filed without being read. Filing and storing never count; only reading does. A reading that fails, or finds nothing FlowDox can use, costs no read. Reads and storage are pooled across your company, not held per person. Beyond the pool, a document is still filed but not read, and it is not read later; reading starts again next month, and a bigger pool comes with more seats, a higher subscription or, on Enterprise, a larger reads choice. Storage stops at its pool too: beyond it a document is still filed, and its original is kept in the browser that filed it (up to 25 MB a file and 250 MB in all) until there is room; a larger one is filed without its original. Downloads are pooled across your company too, and on every subscription nothing stops at their allowance. Your admins see the month's downloads beside it, and are told by email as the company nears it and again when it is all used.
Try it free for 14 days
Ask for a 14-day free trial and we will issue one to your company. It has every feature, for up to 10 users: 100 reads for the whole trial, which do not refill; 5 GB of storage, which stops there as every subscription's does; and 10 GB of downloads, links included, after which downloads stop until you buy, except your admins', who can always download everything. A reading that fails or finds nothing costs no read, but a trial allows at most 3 such reads in a day, and once 20 such reads have come to nothing, no more documents are read until you buy, even with reads left. A trial shares with at most 3 people outside the company at a time, counting every share that has not ended or been withdrawn, whether or not it opens just now. A trial's shares always end. Each share is for one person and can take out up to 1 GB, pages viewed and sent for printing included. View-only members come with a subscription's paid users, so a trial has none. Support is Starter's: email, first reply within 2 business days. One trial per company, asked for from a work address; an address at a free email service cannot be used.
If your company has not bought a subscription when the 14 days end, your company's FlowDox becomes read-only for 90 days: everything can still be seen, your admins can still download everything, and they are reminded by email. Buy within those 90 days and everything is as it was; after them, the company's data may be deleted.
Enterprise, priced to your choices
Choose how many users, and the reads, storage and support you need. Every price is here, and the total is worked out as you choose. Enterprise is paid yearly.
- Base: 25 users × $53
- $1,325
- 150 reads: 25 × $0
- $0
- Standard support: 25 × $0
- $0
- 2 TB storage
- $0
- A month
- $1,325
- A year, paid yearly
- $15,900
- What counts as a read?
- One document being read: automatically as it is filed, or, for a file sent in from outside the company, when the flow's owner, an org admin or a deputy admin lets FlowDox read it. A document is one read for every 10 pages or part of 10. A document of very small or densely packed print counts by how much is printed on it, and can be more reads than its pages alone make. Pages are counted from the PDF, or from the text at 3,000 characters to a page, whichever is more; a photo is one page. Where FlowDox has only the text, a claim of more than 100 pages counts as 100. Filing, storing, previewing, comparing and searching never count. A reading that fails, or finds nothing FlowDox can use, costs no read.
- What happens when the reads run out?
- Nothing is lost. The document is filed, on the timeline and previewable, with whatever its own page labels gave, and you can write its summary yourself. It is not read later: a document is read once, as it is filed. A file sent in from outside the company is read once, when the flow's owner, an org admin or a deputy admin lets FlowDox read it. Documents filed once the pool refills next month, or once more seats, a higher subscription or a larger Enterprise reads choice widen it, are read as they are filed. A trial's reads are for the whole trial and do not refill.
- What happens when storage is full?
- The document is still filed as usual. Its original is kept in the browser that filed it, up to 25 MB a file and 250 MB in all, where colleagues cannot open it, until there is room: when documents are deleted for good, or with a subscription that holds more. It then moves into your company's storage by itself the next time its flow is opened in that browser; a browser told storage has no room waits 10 minutes before trying again. An original past those limits is not kept: the document is filed without it. A file someone outside your company sends through a shared link is not added until there is room, and they are told so. Every version counts, and so does the recycle bin until documents are deleted for good. Storage beyond a subscription's pool is not sold on its own yet; on Enterprise the pool is one of the choices above.
- Who needs to be a paid user?
- Everybody who needs to file, upload, change or sign documents, or have them read, and every admin and deputy admin. Somebody who only needs to look can join as a view-only member instead: free, up to 3 for each paid user. FlowDox does not let a view-only member file, upload, change or sign documents, or have them read. Email is the exception: a document sent from your company's own email to a flow's address is read and filed in the name of the member who made that address, whoever sent it.
- Yearly or monthly?
- Starter, Team and Business are paid monthly, or yearly with two months free and billed once a year; monthly can be cancelled any month. Enterprise is paid yearly only.
- Tax and currency
- Prices are in US dollars and exclude tax. You can pay from anywhere; your bank converts at its own rate on the day. The tax that applies to your business, if any, is added on the invoice.
Help
The questions people ask first.
What is a flow?
Anything worth keeping a file on: a contract, a project, a tender, a supplier, a work item. It gets a number — issued once, never reused — and everything about it sits on one timeline.
What can I drop?
PDFs, Word, Excel and PowerPoint files, plain text, and photos or scans saved as JPEG, PNG, GIF or WebP. A picture of another kind — a HEIC photo, a TIFF scan, an SVG — is filed as it is, with its fields yours to fill in; saved as a JPEG or PNG, or exported as a PDF, it is read. Text is read in your browser. A scan or a photo with no text is read off the page itself, which means the page is sent to be read.
What is read, and where does my document go?
Reading sends the document's text, or the page itself where the file is a scan or a photograph carrying no text, and returns the type, the fields, a short summary, the parties and the date. A value read from text must quote the line it came from, or FlowDox discards it; one read off a picture says so instead, an amount, a date or a currency read off one still needs its line, and a company or a person read off one waits on the document for somebody to confirm it before it goes in the registry. A field still missing after that, other than an amount, a date or a currency read off a picture, may be taken from FlowDox's own summary of the document; it is marked “from the reading”, for you to check against the page.
Where is my data?
In one system run by FlowDox: the application, the database and the originals. Where your storage takes a direct upload, an original goes from your browser straight into private storage; where it cannot, it passes through the app server in pieces and is not kept there. Email sent to a flow's address is received in the region your company chose where email can be received there; otherwise it is received where FlowDox keeps its records, and each file is moved to your region as FlowDox handles it. The shared company registry is kept in that same database.
Can a document be deleted?
A document can be removed into a recycle bin and restored within your retention window. After the window, the stored original is deleted the next time an admin opens FlowDox, and not while the licence is read-only — unless your documents are held in storage, in which case FlowDox's servers cannot remove it before its held date. An admin can delete a whole flow with a typed confirmation; its number stays spent.
How do versions work?
Drop a file onto a document's card and it becomes the next version. The card moves to the new version's own date; the old one stays on the spine as a ghost. Compare shows the two versions' own text side by side.
What about duplicates?
Every file is hashed with SHA-256 before anything else. If you already have the same bytes, FlowDox shows you where and links it rather than filing it twice. A file with the same name but different bytes is offered as a question, not assumed.
Can my counterparty see the flow?
You can preview a flow as the counterparty would see it — internal notes, plans, Brief and Money hidden. A flow's owner, an org admin or a deputy admin can also share it, or one of its documents, with people outside the company, by email. Once an org admin or a deputy admin, and the flow's owner, allow it, people who filed documents on a flow can share those documents too. FlowDox emails each person their own link, which opens only after a code sent to their email. A shared flow never shows anything marked internal, except files the person sent to it themselves, which they see at their newest version whoever added it. Where they can view, they also see each document's earlier versions, up to the newest 25, and who filed each. Earlier versions marked internal are listed but cannot be opened, except ones they sent themselves. Only an org admin or a deputy admin can share a document marked internal, and that share opens its earlier versions too. A share ends on a date they set, or has no end date and works until it is withdrawn, where your company allows that; a free trial's shares always end. Whoever shared it, the flow's owner, an org admin or a deputy admin can withdraw it. An org admin or a deputy admin can turn sharing outside the company off in Settings › Security. Shares then stop opening, unless the person who made them is an org admin or a deputy admin. FlowDox does not read the files they send until the flow's owner, an org admin or a deputy admin lets it. They can send a new version of a file they sent, until someone at your company adds one or shares that file on its own.
Can I email documents in, or file from my phone?
By email, where it is open for the region your company chose: each flow can have its own address, made by the flow's owner or an admin. Documents are sent or forwarded to it from your company's own email, set up to prove who sent it; email from anyone else is not kept, so a colleague forwards a supplier's in by hand. Each file an email brings is stored in the region your company chose, then read and filed on that flow; a file FlowDox cannot read waits on the email for somebody to file it. There is no phone app yet: FlowDox opens in a phone's browser to read flows. One is on the list, and we say so rather than promise a date.
What about the documents I already have?
Drop them. Each one is dated from its own page — a contract signed in February lands in February however long it sat in an inbox — so a year of history files into the timeline it belongs on.
Support
A person answers.
Write to support@flowdox.app with the flow number and, if it is about a document, its title. How soon the first reply comes depends on your subscription.
- Starter, and a free trial
- Email, first reply within 2 business days.
- Team
- Email, first reply within 1 business day.
- Business, and Enterprise Standard
- Email, first reply within 1 business day, and within 4 business hours when your company cannot work.
- Enterprise Priority
- Email, first reply within 4 business hours on everything, a named contact, and a 60-minute set-up call for your admins.
- Enterprise Premium
- Email, first reply within 1 business hour when your company cannot work and within 4 business hours otherwise, a named contact, up to 3 set-up sessions and a review call each quarter.
Your company cannot work when FlowDox is not answering, or documents cannot be filed or opened.
Business hours are 06:00 to 15:00 UTC, Monday to Friday; a business day is one of those days.
Found something wrong? Say what you expected and what you saw — a screenshot helps.