Smart DMS SaaS - AI Powered Document & Records Management System

Overview

Smart DMS SaaS is a complete document and records management platform you can run as your own SaaS business. Companies sign up, choose a subscription plan and manage everything in one place: documents and folders, versions, approvals, e-signatures, share links, reminders, retention rules, reports and an AI assistant that answers questions about their own documents.

Each company’s data is kept completely separate. Owners, staff and clients each get their own portal with only the menus they need, and the built-in API powers the Android and iOS apps (available as an add-on).

Built with Laravel, fully responsive, available in multiple languages with RTL support, and ready to sell with subscription plans, free trials, coupons and 6 payment gateways.

Demo Details

Preview Video : Click here to open the demo preview video

Admin URL: Demo Link

Documentation: Documentation Link

Super Admin
Email : superadmin@gmail.com
Password : 123456

Owner
Email : owner@gmail.com
Password : 123456

Manager
Email : manager@gmail.com
Password : 123456

Employee
Email : employee@gmail.com
Password : 123456

Mobile App (Add-on)

Android & iOS App – Available as Add-on. Flutter source code for owners, staff and clients: scan paper to PDF, search and open documents, approve or reject in one tap, sign with a finger, share links, reminders, AI assistant chat, fingerprint / face lock and push notifications. Connects to your Smart DMS website through the built-in mobile API and shows your own company name, colour and logo.

Purchase the Mobile App: Smart DMS SaaS Mobile App (Android & iOS – Flutter)

Who Is It For?

• SaaS founders – launch your own document management software and sell monthly, quarterly or yearly plans.
• Companies and teams – keep contracts, HR files, finance records and policies in one safe place with a clear history.
• Agencies, law and accounting firms – share documents with clients, collect their files and get them signed online.

User Roles

• Super Admin – runs the platform: customers, packages, coupons, transactions, landing page and settings.
• Owner – full control of their company’s documents, people and settings.
• Staff – Manager and Employee roles included, plus unlimited custom roles with permissions.
• Client – a simple portal: sees only the documents assigned to them, uploads files and signs online.

Main Features

Documents & Folders

• Document management with categories, sub-categories, tags, stages, descriptions and expiry dates
• Folder tree with restricted folders and members
• Version history with compare and restore
• Search inside file contents, filters and saved filters
• Bulk actions: archive, move to folder, change stage, move to trash
• Trash with restore, archive and unarchive
• Scan to PDF from photos, import from files, document templates and generated documents
• Import from Google Drive, OneDrive and Dropbox
• Duplicate finder and e-mail-to-document inbox
• Document comments and a full activity history

Approvals & E-Signatures

• Approval requests with one approver or a chain, due dates and a stage change on approval
• E-signature requests for one or many signers, in order or in any order
• Draw signature, choose page and position, signed PDF copy and signing certificate
• Clients sign from their portal
• Document request module to collect files (ID, licence…) from people outside your company
• Watermark module to protect documents

Sharing

• Share with team members for a chosen period
• Public share links with expiry date, password, view limit, download on/off and allowed e-mail addresses (one-time code)
• Revoke a link at any time

Reminders & Notifications

• Reminders with repeat (daily, weekly, monthly, yearly) and a reminder calendar
• Automatic warnings before a document expires
• In-app inbox with per-person notification settings
• E-mail, SMS (Twilio) and WhatsApp notification templates with enable / disable option

AI

• AI assistant on every page: answers questions about your documents with sources, explains how to do things and creates reminders from a sentence
• Ask your documents, AI summaries, data extraction and AI templates
• AI providers: OpenAI (ChatGPT), Anthropic Claude and Google Gemini, with a backup provider
• OCR for scanned files

Security, Compliance & Audit

• Role and permission management, 2-factor authentication, optional company-wide 2FA
• Single sign-on (OpenID Connect) per company
• Tamper-evident audit trail (hash chain) with an integrity check and PDF audit report
• Retention policies, legal hold and automatic trash clean-up
• Virus scanning of uploads and personal-data (PII) warnings before sharing
• Privacy tools: personal-data export, erase, and consent records
• Google reCAPTCHA, restricted documents and folder access rules

Mobile API & Integrations

• REST API with personal access tokens (read and write)
• Mobile API for the Android and iOS apps (sign-in per phone, push notifications, remote sign-out)
• n8n webhook integration and signed outgoing webhooks
• Cloud storage: Local, AWS S3 and Wasabi

Dashboards & Reports

• Informative dashboard for every role with items that need attention
• Reports for documents, activity, storage and expiry; export to CSV and PDF

SaaS & Administration

• Subscription packages with user, document and storage limits, free trial plans and plan features
• Coupons and coupon history, transactions with bank transfer approval
• Payments: Stripe (with Checkout and plan upgrade proration), PayPal, Flutterwave, Paystack, Razorpay and Bank Transfer
• Dynamic landing page CMS, custom pages, FAQ and footer
• Landing page, register page and owner e-mail verification enable / disable options
• Impersonate (log in as an owner to help), logged history

Settings

• Company, account, application, e-mail (SMTP) and payment settings, site SEO
• Multi languages and RTL / LTR
• Theme settings: multiple theme colours, light / dark mode, font styles and brand logo

System Requirements

1. PHP >= 8.1
2. MySQL / MariaDB database
3. BCMath PHP Extension
4. Ctype PHP Extension
5. cURL PHP Extension
6. DOM PHP Extension
7. Fileinfo PHP Extension
8. GD PHP Extension (images and PDF signatures)
9. JSON PHP Extension
10. Mbstring PHP Extension
11. OpenSSL PHP Extension
12. PDO PHP Extension
13. Tokenizer PHP Extension
14. XML PHP Extension
15. Cron job support (for reminders and expiry alerts)
16. SSL certificate (HTTPS) recommended – required for online payments, push notifications and the mobile app

What You Get

• Full Laravel source code
• Web installer – install in a few minutes
• Documentation with installation steps and a full feature guide (view online)
• Future updates
• Support through our ticket system

Need Assistance?

If you have any queries, please create a support ticket here, and our support team will respond as soon as possible.

Changelog

 Version 2.3 (12 October 2026)  * AI assistant on every page with sources, multi-provider AI (OpenAI, Claude, Gemini)  * Folders, saved filters, bulk actions, trash and templates  * Approval chains and multi-signer e-signatures with signing certificate  * Audit trail with integrity check, retention policies and legal hold  * Import from Google Drive, OneDrive and Dropbox  * Single sign-on (OpenID Connect), REST API tokens and webhooks  * New dashboards, in-app inbox and notification settings  * Stripe Checkout with upgrade proration  * Mobile API for the Android and iOS apps (add-on), QR code connect and company branding 

 Version 2.2 (05 May 2026)  * WhatsApp Integration for notifications  * Digital Signature Module for secure agreement approvals  * Watermark Module to protect documents and branding  * Document Request Module for collecting user documents (ID, license, etc.) 

 Version 2.1 (23 February 2026)  * Added SMS Notification Template System  * Added Twilio Integration for Sending SMS  * Added n8n Integration  * Added Chat GPT Integration 

 Version 2.0 (22 August 2025)  * Added Cloud Storage Integration like AWS, Wasabi  * Added Document Stage Module  * Added Client Module  * Added Reminder Calendar  * Added Paystack Payment Gateway Integration  * Added Generate a document share link with an expiry date and password protection, accessible without login  * Added Archive/Unarchive Document  * Added Assine client and document stage in the document 

 Version 1.9 (31 March 2025)  * UI Improvement  * Dynamic Landing Page CMS  * Pricing Features Enabled/Disabled  * 2-Factor Authentication  * Impersonate Features  * Fixed Small Bugs  * Added Custom Color Picker in Theme Settings 

 Version 1.8 (24 December 2024)  * Added Email notification enable/disable option.   * Added Owner account email verification enable/disable option.  * Added Email notification template 

 Version 1.7 (12 September 2024)  * Added Flutterwave payment gateway integration in subscription packages.   * Fixed small issues. 

 Version 1.6 (22 April 2024)  * Added theme multicolor with custom color picker   * Small improvement in theme design layout. 

 Version 1.5 (22 March 2024)  * Fixed small issues. 

 Version 1.4 (28 February 2024)  * Small improvement in pricing, settings, and role page design layouts.   * Fixed small issues. 

 Version 1.3 (31 Jan 2024)  * Added New Payment gateways like Bank Transfer & PayPal 

 Version 1.2 (27 January 2024)  * Small improvement in sidebar  * Landing page & Register Page Enable/Disable Option  * Added Google Recaptcha  * Added SEO Settings  * Added Subscription Coupon Modules  * Code Optimization  * Added More Language 

 Version 1.1 (13 November 2023)  * Added Landing page 

 Version 1.0 (12 November 2023)  * Initial Release