# Document management software for UK hospitality Canonical: https://paddl-ai.co/features/documents Last reviewed: 2026-09-11 by the Paddl team Paddl's document management software takes any file a venue holds (certificates, Safety Data Sheets, menus, policies, licences, leases, insurance schedules), classifies it with AI, extracts the dates and data into the right record, tracks expiry, and collects staff sign-off. ## What Paddl's document management software does - Upload PDFs, photos, Word and Excel files; AI classifies each one - The right record created from the document: a COSHH entry from an SDS, an allergen row from a spec, a licence from the certificate - Expiry dates extracted and tracked with alerts at 90, 60 and 30 days - Staff sign-off on policies and risk assessments with a digital signature - Bulk upload when moving from paper - Specialist dashboards for insurance, licences, leases and business rates built from the documents ## What it does not do - Files are stored in Cloudflare R2 in London; Paddl is not a general file share and has no folder sync with Google Drive or SharePoint ## Pricing - **Price:** £69 per location per month, or £703.80 a year (15% off). Every feature is on the one plan. - **Trial:** 30 days free with full access. Card required, cancel anytime, no contract after. - **Included per location:** 5 owner and manager users and 10GB of document storage. Extra owners or managers are £2.99 a month each; staff do not take a seat. - **Covers:** SFBB, HACCP, allergens and Natasha's Law, temperature and cleaning records, training records, COSHH, risk assessments, licences and insurance, and an EHO-ready audit pack. - **Apps:** Staff app for iOS and Android with team chat, web dashboard for managers, shared venue tablets with PIN tap-in; works on any phone or tablet. - **Company:** Paddl is a trading name of Trading Projects Ltd, company number 16456940, registered in England. Pricing page: https://paddl-ai.co/pricing ## Questions **Which file types can I upload, and where are they stored?** PDF, JPG, PNG, HEIC, Word and Excel. Files are stored in Cloudflare R2 in London and the extracted data lives in a Postgres database in AWS eu-west-2, so nothing leaves the UK. The security page has the full list of subprocessors. **How does smart document upload work?** When you upload a file, AI analyses the content and classifies it into one of 13+ categories: insurance, licences, leases, SDS sheets, menus, risk assessments, HACCP plans, PAT certificates, training records, equipment lists, checklists, SOPs and more. It then extracts structured data and offers to create the appropriate record automatically, so a single upload can populate your COSHH register, create a digital routine, or build your allergen matrix. **What types of records can AI create from uploaded documents?** AI can create COSHH records from Safety Data Sheets, digital routines from paper checklists, allergen items from menus, risk assessments from uploaded forms, and knowledge articles from SOPs and training materials. An uploaded SOP can be assigned as required reading in the same step, so your team reads and signs it. For insurance, licences, leases, and business rates, it creates specialist dashboards with AI-powered risk analysis, cost summaries, and key date tracking. **How does document expiry tracking help with compliance?** AI detects expiry dates automatically during upload, so you never need to enter them manually. Paddl sends alerts at 90, 60, and 30 days before any document expires. Expired documents are flagged on your dashboard so nothing slips through, keeping you ready for EHO inspections at all times. **What do the specialist insight dashboards show?** Insurance, licences, leases, and business rates each get a dedicated dashboard. AI analyses your documents and surfaces risk areas, coverage gaps, key dates like break clauses and rent reviews, cost summaries, and specific recommendations. For leases, it even cross-references your obligations against your insurance coverage to identify compliance gaps. **Can I upload documents in bulk when switching from paper?** Yes. You can upload multiple files at once and AI classifies and processes each one independently. This makes onboarding fast: upload your existing paperwork and AI populates your COSHH register, creates routines, builds your allergen chart, and sets up expiry tracking across everything. **How does AI document extraction work for hospitality documents?** When you upload a file, Paddl's AI reads the content and identifies what type of document it is. It then extracts the relevant structured data: for an SDS it pulls hazard statements, PPE requirements, and first aid measures; for a licence it extracts the licence type, holder, and expiry date; for a menu it identifies dishes and allergens. The extracted data is used to create the appropriate record automatically, saving hours of manual data entry. **What documents do food businesses need to keep for compliance?** UK food businesses should maintain food hygiene certificates, fire safety certificates, gas safety records, PAT testing records, insurance policies, premises licences, HACCP plans, COSHH assessments, risk assessments, training records, allergen information, supplier documentation, and cleaning schedules. Paddl stores all of these digitally with automatic expiry tracking, so you are always inspection-ready without maintaining multiple filing systems. **What should hospitality document management software include?** Hospitality document management software should include AI document classification, structured data extraction, certificate expiry tracking, staff sign-off, version history, search by location and document type, mobile access, and inspection-ready exports. It should also connect documents to the operational records they affect, such as COSHH, allergens, licences, training, and risk assessments. **Can AI extract expiry dates from certificates?** Yes. Paddl can detect expiry dates, renewal dates, certificate numbers, document types, holders, and other key fields from uploaded files. Managers can review the extracted data before it is saved, then Paddl schedules reminders so renewals do not get missed. **Can staff access documents from their phone during a shift?** Yes. Every document stored in Paddl is accessible from the mobile app. Staff can pull up SOPs, safety data sheets, allergen charts, or any policy document mid-shift without needing to find a computer or dig through a physical filing cabinet. This is particularly useful for kitchen staff who need to reference COSHH information or allergen data quickly during service. ## Related - [Best Knowledge Management Software for Hospitality (2026)](https://paddl-ai.co/best/best-knowledge-management-software-hospitality) - [Paddl vs Trail](https://paddl-ai.co/compare/trail) - [Paddl vs SafetyCulture (iAuditor)](https://paddl-ai.co/compare/safetyculture) - [COSHH software](https://paddl-ai.co/features/coshh): Paddl's COSHH software keeps a digital chemical register with GHS pictograms, reads each Safety Data Sheet with AI to extract hazards, handling and PPE, produces a COSHH risk assessment per chemical for staff to sign, and alerts you before an SDS goes out of date. - [Licence management software](https://paddl-ai.co/features/licences): Paddl's licence management software reads a venue's premises, personal, TEN, PRS for Music, gaming and pavement licences from the uploaded documents, keeps a register per site with the holder and the conditions, and alerts you at 60 and 30 days before each renewal. - [Insurance tracking software](https://paddl-ai.co/features/insurance): Paddl's insurance tracking software reads a venue's policy schedules with AI, keeps a register of public liability, employers' liability, contents and other cover per site, flags gaps against what the lease and the business require, and alerts you before each renewal. - [Lease management software](https://paddl-ai.co/features/lease-property): Paddl's lease management software reads a commercial lease with AI to extract the break clauses, rent review dates, notice periods, repairing obligations and service charge terms, tracks the key dates per site with alerts before each notice must be served, and cross-references the lease's insurance requirements with the policies you hold. - [Knowledge hub software](https://paddl-ai.co/features/knowledge): Paddl's knowledge hub software holds a venue's SOPs, policies and training material in one searchable place, generates articles with AI from the documents you upload, marks a page as required reading, and records who has read and signed it.