Automatic reference numbers
Your own format, e.g. ABC/{FY}/####. Restarts every financial year. Two people can never get the same number.
Letter management for organisations
Official letters your organisation can stand behind.
Issue every letter on your own letterhead with an automatic reference number and a QR code. Anyone can check if a printed letter is genuine, and you always know who wrote it, when, where — and who edited or cancelled it.
- Your letterhead, your numbering format
- English, ಕನ್ನಡ, हिन्दी, தமிழ், తెలుగు, മലയാളം
- Set up for your team in a day
Built for any office that sends official letters
- Engineering & construction
- Schools & colleges
- Hospitals & clinics
- CA, CS & law firms
- Government contractors
- Real estate
- Manufacturing
- NGOs & trusts
The problem
A letterhead file on a shared drive is a risk.
Anyone can print it, numbers get skipped or repeated, and when a letter turns up months later nobody knows who sent it — or whether it is even real.
- ✕ Letterhead Word/PDF copied around
- ✕ Reference numbers kept in a notebook
- ✕ Fake or edited letters hard to spot
- ✕ No record of who printed what
- ✓ One controlled portal, every letter numbered, verifiable and recorded
How it works
From draft to verified letter in four steps
The same simple path for everyone in your organisation.
- 1
Write
Type the letter, pick a ready template and fill in the details, or describe it and let the AI write it — in your language.
- 2
Preview
See it exactly as it will print, covered with a "PREVIEW – NOT ISSUED" watermark. Previews can't be saved or printed.
- 3
Issue
Click OK. The letter gets the next reference number, the date and a QR code — ready to download or print.
- 4
Verify
Scan the QR on any printout to see if it is genuine, who issued it, when and where — or if it was cancelled or replaced.
Features
Everything an office needs to send letters with confidence
QR verification
Every page carries a QR. Scan it with a phone or the built-in scanner to spot fake, cancelled or replaced letters instantly.
Smart templates
Admins build letter types with fields like name, date and amount. Staff fill a short form and the wording is written for them — optionally locked.
Complete audit trail
Every preview, issue, download, print and scan is saved with the person, exact time, place and device.
Approvals for deletion
Staff request deletion with a reason; the admin approves or rejects. Edits create a new revision with a written justification.
Rich letters
Bold, colours, highlights, lists, tables with proper alignment, images in neat layouts and a signature or stamp.
Watermarked preview
Nothing can be printed until it is issued — preview printouts come out blank, and the attempt is recorded.
Register & reports
Search every letter by number, person or subject, filter by status, see each person's activity and export to Excel.
Languages & AI
Write in your language. Let AI do the wording.
Choose ಕನ್ನಡ, हिन्दी, தமிழ், తెలుగు or മലയാളം and type the way words sound on a normal keyboard — namaskaara becomes ನಮಸ್ಕಾರ as you type. Letters print perfectly in every script.
Or simply describe the letter. The AI writing assistant drafts it with proper formal wording in the language you pick — and leaves [blanks] instead of guessing names or amounts.
- Free option: open-source models, run on your own computer or in the cloud
- Premium option: Claude by Anthropic for the most polished wording
- Every AI draft is reviewed by a person and recorded
Roles
Control for admins, simplicity for staff
Staff
Write, issue and keep a copy
- Type, use a template, or let AI draft the letter
- Preview, issue and print in minutes
- "My letters" keeps a copy of everything issued
- Edit with a reason, or request deletion
Admin
Set up, verify and approve
- Upload the letterhead and set the numbering
- Add staff with their position and branch
- Scan any letter to see its full history
- Approve deletions, get alerts for edits
Security & record keeping
Nothing disappears. Nothing leaks.
Cancelled, edited and deleted letters are never erased — each keeps its number, reason and history, and its QR shows its real status.
- Your letterhead stays protectedOnly the admin can access the original file; every access is recorded.
- Separate data per organisationEach organisation has its own letterhead, users, numbering and records.
- Encrypted connectionsThe portal works over HTTPS, with role-based sign-in for admins and staff.
- Your choice of hostingUse our hosted service, or run it on your own server with your data in-house.
Plans
A plan for every size of office
Simple per-organisation pricing. Tell us about your team and we'll send a quote.
Starter
For a single office getting started
- Your letterhead & numbering
- QR verification & scanner
- Watermarked preview
- Letter register & Excel export
- Multilingual typing
Business
For organisations with branches and many staff
- Everything in Starter
- Smart templates
- Edit & deletion approvals
- Time, place & device trail
- AI writing assistant
- Tables, images, colours
Enterprise
For groups needing their own hosting
- Everything in Business
- Run on your own server
- Private AI on your hardware
- Help with setup & training
- Priority support
FAQ
Questions we often get
Can we use our existing letterhead?
Yes. Upload your letterhead as a PDF or image, then drag the reference number, date and QR code to where they should print. We recommend the original PDF from your designer for the sharpest print.
Can we keep our own numbering format?
Yes — for example ABC/2026-27/0001, with the financial year, calendar year or month in it. Numbering can restart every 1 April or 1 January, and you choose the starting number.
How does someone check if a letter is genuine?
Every printed page has a QR code. Scanning it shows whether the letter was issued by your organisation, its current status (issued, replaced or cancelled), and for admins the complete history.
Which languages are supported?
English, Kannada, Hindi and Marathi, Tamil, Telugu and Malayalam — for typing, templates, AI drafting and printing. Languages can be mixed in one letter.
Is the AI assistant required? Does it cost extra?
It is optional and can be switched off. A free open-source model can be used, or Claude by Anthropic for premium wording. The AI only drafts; a person always reviews and issues the letter.
What happens when an employee leaves?
The admin deactivates their account. All letters they issued stay in the register with their full history.
Can we run it on our own server?
Yes. It runs on a normal office computer or server, with your data kept in-house. Our hosted service is available if you'd rather not manage it.
Get started
See it with your own letterhead
Book a free 20-minute demo. We'll set it up with your letterhead and numbering so your team can try it straight away.
- No setup fee for the demo
- Works on computers and phones
- Training for admins and staff