72+ document types, auto-categorized per property
A real estate portfolio generates dozens of distinct document types. A 10-property landlord can easily accumulate 200+ documents per year between PM statements, insurance renewals, lease events, repair invoices, and tax records. DoorVault's Knox AI classifies each file into one of 72+ recognized types and links it to the correct property — every document becomes a structured record, not just a file.
Each document is filed under the property's record automatically. Open a property and you see every closing, lease, insurance policy, mortgage statement, and repair invoice in one place — searchable by document type, date, vendor, or full-text content. No manual filing. No naming convention to memorize.
The pain: documents scattered across email, Drive, PM portals, local folders
Most investors do not have a documents problem. They have a scatter problem. Every property generates documents from a different source, each source has its own delivery channel, and after a few years the records that matter for taxes, insurance claims, refinancing, or sale are spread across half a dozen places.
When tax season hits, refinancing comes up, or an insurance claim needs documentation, you spend hours hunting across these surfaces. A consistent folder structure helps, but at 10+ properties manual filing breaks down. The fix is software that captures documents at the source and files them automatically.
How Knox Document Intelligence files everything automatically
Knox Document Intelligence is DoorVault's AI extraction layer. Upload a PDF or forward an email, and Knox classifies the document, extracts every relevant field, matches it to an existing property and entity, and files it. Every step that a careful investor does manually, Knox does in seconds.
Classify
The AI identifies which of the 72+ document types this file is — closing disclosure, lease, PM statement, insurance declaration, mortgage statement, tax bill, repair invoice, etc. The classification drives which fields get extracted and where the document lands.
Extract
Knox reads structured data out of the document: addresses, dollar amounts, dates, parties, loan numbers, policy numbers, account numbers. A closing disclosure produces purchase price and closing costs. A PM statement produces transactions. An insurance declaration produces coverage limits, premium, and renewal date.
Match
The extracted address (or account number, or property name) is matched against your existing properties. If the document references a property already in your portfolio, it files there. If it's a new property, Knox can create the property record from the document itself.
Apply
The structured data flows into the right places. Closing disclosures populate cost basis. PM statements create transactions. Insurance declarations update policy records. The document and the data it contains are linked — you can always click back to the source.
Most software treats documents as attachments — files you store next to a record. DoorVault treats documents as the source of truth. Every field on every property record is traceable back to a closing disclosure, lease, or statement. If a number looks wrong, click into the document that produced it.
Knox Email Inbox: forward and forget
Every DoorVault account gets a unique forwarding address — your Knox Email Inbox. Forward an email from your property manager, lender, or insurance broker to that address and Knox AI processes every attachment, classifies each one, identifies the property, and files them automatically.
The Knox Email Inbox solves the "email graveyard" problem at the source. Instead of asking your CPA to chase down attachments at tax time, you set up a forwarding rule once: any email from [email protected] gets routed to Knox. From that point forward, PM statements file themselves the moment they arrive.
- Auto-forwarding rules. Set up a Gmail filter or Outlook rule pointed at your Knox Email Inbox. PM statements, mortgage statements, insurance renewals, and vendor invoices route automatically.
- Multi-attachment processing. A single email with 5 attachments produces 5 filed documents, each linked to the correct property.
- Sender + subject context. Knox uses the sender address and subject line as additional signal when extracting data — useful when the PDF itself has minimal property identifiers.
Cloud sync: Dropbox and Google Drive
If you already have a folder structure on Dropbox or Google Drive, you don't need to abandon it. DoorVault's two-way cloud sync keeps documents consistent in both places. Files added to your cloud folder get processed by Knox AI and filed in DoorVault. Documents added inside DoorVault sync back to the cloud folder, so your existing backup workflow keeps working.
This matters for two reasons. First, redundancy: if DoorVault ever has an outage, your documents still live in Dropbox or Drive. Second, bridge: existing portfolios with thousands of legacy documents can sync into DoorVault gradually instead of needing a one-time migration. Knox processes new files as they appear in the synced folder.
The Knox Email Inbox captures documents arriving by email. Cloud sync captures documents you save manually or that arrive through other channels (downloads, scans, shared folders). Together they cover every entry point — every document ends up filed correctly without you thinking about it.
Document expiration tracking, presigned URLs, and secure storage
Once documents are organized and filed, the system needs to do three more things: track when policies and leases expire, share documents securely with CPAs and lenders, and store everything safely.
Expiration tracking
Knox extracts expiration dates from leases, insurance policies, inspection reports, vendor certificates, and warranties. DoorVault then tracks every upcoming expiration on a portfolio-wide calendar. Insurance policy renews in 30 days? Lease expires next quarter? You get a notification before it becomes a problem.
Presigned URLs for secure sharing
When your CPA needs the 2024 closing disclosure, your lender needs the current insurance declaration, or your attorney needs a specific lease, DoorVault generates a short-lived presigned URL. The link expires automatically after the configured window, so a document you shared once doesn't end up indexed somewhere it shouldn't be.
Secure storage
All documents are encrypted at rest. Sensitive fields (account numbers, social security numbers on tax forms) are encrypted at the column level inside the database. Access is scoped per household, so a co-owner or accountant only sees what you've explicitly granted access to.
What this looks like in DoorVault
Investor document management is one of the core jobs DoorVault automates. Open any property and you see every document filed under it — sortable by type, date, or vendor — with the data extracted from each one already populating your dashboards, tax reports, and equity calculations.
Try DoorVault free
Start with a single property and a handful of documents to see Knox in action. Upload a closing disclosure, a lease, and a PM statement and watch the data appear on your dashboard. No credit card required.