Question 1

What is BriefBox AI?

Accepted Answer

BriefBox AI is a smart digital assistant that automates your paper mail processing and archiving. By sending a photo, document (PDF), or voice message of any official letter to our Telegram bot, our AI automatically extracts key metadata, redacts sensitive Personal Identifiable Information (PII) for your privacy, organizes it, and generates GiroCode QR-codes for instant payment of invoices.

Question 2

What document formats and file types are supported?

Accepted Answer

We support images (JPEG, PNG, HEIC) taken directly with your phone camera, PDF documents, and voice messages (for asking questions or dictating instructions). The system uses state-of-the-art Optical Character Recognition (OCR) to convert printed text into structured data. For voice inputs, we convert speech to text before querying your archive.

Question 3

How does the PII (Personally Identifiable Information) protection work?

Accepted Answer

Privacy is our core tenet. When you upload a document, it is first processed on our secure servers by a local PII Redactor. This tool scans the text and automatically masks highly sensitive data (such as names, phone numbers, email addresses, and physical addresses) before the document text is sent to external AI engines. This prevents your personal data from ever leaving our controlled EU environment.

Question 4

How do payment extraction and GiroCode generation work?

Accepted Answer

If our AI detects that a document is an invoice or bill, it extracts the relevant payment details: the beneficiary's name, IBAN, BIC, amount, and reference code. It then generates a GiroCode (EPC QR-code). You can scan this QR code with any European banking app to pre-fill the transfer form instantly, avoiding typos and saving time.

Question 5

Can I use BriefBox as a digital archive for all my official correspondence?

Accepted Answer

Absolutely. BriefBox acts as a secure, legally-compliant digital archive for all your postbox mail. In Germany and the EU, digital copies of most correspondence are fully recognized for personal bookkeeping and tax documentation. You can filter by date, sender, or custom categories, and search your entire archive using natural language queries.

Question 6

How do document reminders and Google Calendar integration work?

Accepted Answer

When you process a document with a deadline (such as a bill), you can schedule automated reminders. Through Telegram inline buttons, you can choose to be reminded the next day, in three days, in a week, or a day before the deadline. If enabled, the system can automatically create a Google Calendar event with all the relevant document details.

Question 7

Where is my data stored and is it GDPR-compliant?

Accepted Answer

Yes, BriefBox is fully GDPR-compliant. All database records (hosted via Supabase) and files are stored in secure, encrypted cloud storage within the European Union (Frankfurt, Germany). AI processing is performed using AWS Bedrock in the Frankfurt region under a strict agreement that prohibits AWS from using your data for model training.

Question 8

How can I organize my documents using categories?

Accepted Answer

Documents are automatically categorized into default groups (Invoices, Taxes, Insurance, Bank, Government, Medical, Utilities, Subscriptions, and Others) during AI analysis. You can also change the category at any time directly from the Telegram bot interface using the interactive category menu or through the web dashboard.

Frequently Asked Questions