ravnar
Your company's back-office OS
Private beta
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Set up your company
Tell us about your company so we can build the right folder structure, taxonomy, and filing system for you.
1
Company
2
Operations
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Operating states
Creates a state filing folder per state. Always includes state of incorporation.
▾
Foreign operations
Foreign operations or subsidiaries
Creates a folder per foreign entity under Company & Legal
Foreign bank accounts
Adds FBAR & FATCA folder to Tax section
⚙️
Setting up your company…
Resolving taxonomy and writing configuration
Step 1 of 2
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Document filing
AI classifies, renames, and routes documents to the correct Drive folder automatically.
1Overview
2Configuration
3Review
4Activate
This wizard creates your Drive folder hierarchy and audit log Sheet. It runs once. You can re-run it later from the Engine Room if your taxonomy changes.
📁
Drive folder hierarchy
Creates one folder per category in your resolved taxonomy - mirroring your company's document classification structure exactly.
📊
Audit log Sheet
Creates a Google Sheet with standard column headers. Every filing event writes a row - timestamp, file name, category, confidence, filed by.
🤖
AI classification
Gemini reads each document and maps it to a category. High-confidence files are filed automatically; low-confidence files are flagged for review.
💬
Slack trigger
Drop a file in your Slack channel and type /sort-files. The OS picks it up, classifies it, and confirms the destination in thread.
Before you continue
Shared Drive
Create a Shared Drive in Google Drive, then add drive-agent@ravnar-os.iam.gserviceaccount.com as Content Manager
Manual step
Taxonomy
Onboarding must be complete - resolved_taxonomy must exist in Firestore
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Storage type
required
Shared Drive ID
Found in the Drive URL: drive.google.com/drive/folders/THIS_PART
required
Shared Drive ID
Paste the ID from your Drive URL
Folders to be created
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Audit log Sheet
Created by
System - written to your Drive root folder
OS Audit Log - Document Filing
Column headers
Timestamp · File Name · File ID · Category · Section · Drive Folder ID · Filed By · Status · Notes
Tab name
Filings
Clicking Activate will create all Drive folders and the audit log Sheet. This operation is safe to re-run - existing folders are left untouched and missing ones are created.
Ready to activate
Storage type
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Drive ID
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Step 1 of 4
Accounts payable
Receive, review, and route invoices to your bank automatically.
1Overview
2Prerequisites
3Review
4Activate
📥
Invoice inbox
Upload invoices directly in AP. Drag and drop PDFs or images - Gemini reads and extracts vendor, amount, due date, and line items automatically.
🤖
AI extraction
Every invoice is read by Gemini 2.5 Flash. Vendor name, invoice number, amount, currency, and due date are extracted and pre-filled for review.
✅
Approve and route
Review extracted data, select which bank account to use, and approve. The invoice is emailed to your bank routing address automatically.
📁
Drive filing
Approved invoices move to AP Approved in Drive. Rejected invoices go to AP Archive. All invoices land in AP Inbox first - nothing is lost.
Required before activation
Document filing
AP drive folders are created inside the filing module's Drive structure. Filing must be active first.
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Banking
At least one bank account with an AP routing email is needed to route invoices. You can still activate AP and upload invoices without it, but routing won't work until Banking is configured.
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Drive folders
Activation creates AP Inbox, AP Approved, and AP Archive folders nested under Finance / Accounts Payable in your existing Drive structure.
Auto-created on activate
What activation does
Drive folders
Creates AP Inbox, AP Approved, AP Archive under Finance / Accounts Payable
Automatic
Invoice queue
Unlocks the AP dashboard for uploading, reviewing, and routing invoices
Automatic
Email routing
Uses Gmail API with your Google account to forward approved invoices to bank routing emails
Uses your account
Email routing requires Gmail API access via Google Workspace domain-wide delegation. If you see a permission error on first route, ask your Google Workspace admin to grant the Gmail send scope to the service account.
✅
Ready to activate
Drive folders will be created and the AP module will go live. You can start uploading invoices immediately after activation.
Step 1 of 4
Invoice
Banking
Register your company bank accounts and configure payment routing for Accounts Payable.
1Overview
2Accounts
3Review
4Activate
🏦
Account registry
Store all your company bank accounts in one place - currency, account numbers, routing details, and account type. US and international formats supported.
📤
AP payment routing
Add the routing email for each account (Wise, Mercury, and others support email-to-pay). Accounts Payable will forward approved invoices to the right bank automatically.
🔄
Smart auto-selection
When an invoice arrives, AP matches its currency to the correct account automatically. You can always override before approving or use bulk approve.
🌍
Multi-currency
Add accounts in any currency. Mark one as primary per currency for auto-routing. Add more accounts any time from the dashboard.
Add at least one account to continue. You can add more from the dashboard at any time.
No accounts yet. Click + Add account to get started.
Accounts to register
All accounts will be saved to Firestore. No external API connections are made during setup. You can edit or add accounts at any time from the dashboard.
✅
Ready to activate
Your accounts will be saved and the Banking module will go live. Accounts Payable will be able to reference these for currency-matched payment routing.
Step 1 of 4
Add account
Vendor master
Central registry of all vendors - companies and individuals you pay.
Live 0 vendors
Active
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Pending approval
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Blocked
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Possible duplicate detected
This vendor looks similar to one already in your master list. How do you want to proceed?
Add vendor
Reason for blocking
Access control
Manage who can access each module and at what level. Linked to Google accounts.
Overview
Company
Identity
Integrations
Service account
Gemini API
Slack
Banking
Mercury
Wise
System
Environment
Engine room
All configuration in one place. Values here are referenced by every module - nothing baked into code. To deploy for a new company, create a new Firebase project and fill in their values here.
Restricted to system administrators. Changes here affect all modules. No undo for saved changes.
🏢
Company identity
Prefilled from setup
🔐
Service account
Not configured
✦
Gemini API
No API key
💬
Slack
Not configured
🏦
Mercury
Not configured
🌍
Wise
Not configured
⚙️
Environment
Configured
Service account
The OS accesses Google Drive and Sheets using Application Default Credentials, the compute service account built into the Firebase project. No key file needed. Grant access by sharing your Drive folder with the email below.
Ready to use - no configuration required.
System service account
active
Service account email
Share your Drive root folder with this email as Editor
[email protected]
Credential type
Application Default Credentials (ADC)
Key management
None - credentials never leave GCP
Setup instructions
1. Copy the service account email above
Click the email to select it, then copy
2. Open your Google Drive root folder
The OS will create the document filing structure inside this folder
3. Share the folder with that email as Editor
Drive → Share → paste email → set role to Editor → Share
4. Done
No upload, no key rotation, no expiry. Access is controlled by folder sharing.
Company identity
Prefilled from setup. Edit freely - all modules reference these values, nothing is hardcoded.
Display
required
Company name
Shown in sidebar, emails, and reports
Legal entity name
Used in contracts and formal documents
Entity & legal
optional
Entity type
State of incorporation
Founding year
EIN
Federal employer ID
Fiscal year end
Gemini API
Used for document classification and vendor data extraction. Get a key at aistudio.google.com.
Document filing
required
API key
Confidence threshold
0.0–1.0 · below this score the document goes to Needs Review (default: 0.75)
Classification model
Update if Google deprecates the current version
Slack
Notifications, alerts, and the /sort-files slash command.
Webhook & channels
required
Webhook URL
Alerts channel
#
Slash command token
Mercury
USD domestic payments via bill pay email.
Bill pay routing
required
Bill pay email
Mercury → Settings → Bill Pay
Account nickname
Routing condition
Wise
International and FX payments.
Bill pay routing
required
Bill pay email
Default currency
Fallback if Gemini can't detect
Environment
System-level settings affecting all modules.
Deployment
required
Environment
AP auto-send
Off = invoices queue but don't send
Report schedule
Report recipient
All changes saved
Coming soon
This module is in the roadmap. It will be wired in as the OS grows.