How do you get started with InstantDrive?
Create an account with your company email, accept the terms, and InstantDrive sets up your company workspace with four vault folders and two email inboxes. Then upload a document, check the fields it read in Edit Metadata, and find it again with search.
What do you need before you start?
You need a company email address on your own domain, such as [email protected], a password of 10 to 128 characters, and a few documents to try. The app interface is in English only. This page is in Arabic as well, but the screens, buttons and labels you will see are English.
The domain in your email decides which company workspace you join. Use the address your colleagues will also use. Email addresses are not verified at sign-up, so type yours carefully.
How do you create the account?
Step 1: Open app.instantdrive.app and choose the sign-up option from the sign-in screen.
Step 2: Fill in Full name, Corporate email, Company name (optional) and Password. If you leave the company name empty, InstantDrive builds one from your email domain.
Step 3: Tick the box that accepts the Terms of Service and Privacy Policy. The account cannot be created without it.
Step 4: Choose Create account. You are signed in straight away. A sign-in session lasts 24 hours, then you sign in again.
What is created for your company?
The first person to sign up with a new email domain creates the company workspace. The table lists what is set up for it at that moment.
| Item | What you get |
|---|---|
| Company workspace | One workspace per email domain. The workspace is identified by the domain in the sign-up email. |
| Vault folders | Four folders: Employees, Vendors, Company_Expenses and Admin_Vault. |
| Email inboxes | bills@ and expenses@ on your domain, for vendor invoices and employee receipts. |
| Storage limit | A 2 TB limit is recorded for the company. |
| First task | A task titled Complete Corporate Setup for your company, in Company Tasks. |
Who becomes the administrator?
The first signup on a domain gets the admin role. Anyone who later signs up with the same domain joins the same workspace as a member. Only an admin can add employee accounts from inside the workspace.
Because the domain is taken from the email you type and is not verified, share the sign-up address with your team yourself and sign up first, so that the admin role goes to the right person.
How do you upload the first document?
Step 1: Open InstantDrive Vault Matrix from the sidebar.
Step 2: Choose Ingest New Record. A drop area opens that says "Drag & drop files here, or browse computer".
Step 3: Drop one or more files, or browse for them. Each file shows in an ingestion queue while it is parsed and compressed.
Step 4: When a file finishes, the queue shows the document category it matched, the entity name and the identifier if one was read. A file you have already uploaded shows as verified in the vault instead of being stored twice.
Files can be up to 100 MB each. See the page on supported file types and limits for the full list.
What does InstantDrive do to the file?
PDFs are re-optimised and phone photos are converted to WebP when that makes them smaller. Text is read with a fixed pattern engine for Emirates ID, TRN, Ejari numbers and IBANs. Scans are read with local OCR. If the OCR result is weak, the image is sent to Google Gemini as a fallback.
The file is then renamed to the pattern Prefix_Entity_Identifier_Exp followed by the expiry date, for example a trade licence or an Emirates ID. When no expiry date is found, the issue date, an amount or today is used instead. A scan keeps a .webp ending, so not every stored file ends in .pdf.
How do you check the extracted fields?
Reading is automatic and can be wrong, so check the first few documents yourself.
Step 1: In the vault, select the document to open its detail panel.
Step 2: Open the Edit Metadata tab. The fields include Document Category, entity name, Unique Identifier (TRN, licence number or Emirates ID), Issue Date, Expiry Date, Total Amount and VAT amount.
Step 3: Correct anything that is wrong and save. The expiry date matters most, because Expiry Radar uses it.
Corrections can also become reusable routing rules for similar receipts in your company.
How do you find a file later?
Use the search box at the top of the vault. It matches the file name, entity name, identifier and document category by part of the text, so a TRN, a supplier name or a word from the file name all work.
The tabs All Vaults, Employees, Vendors, Company Expenses and Admin Vault show one folder at a time. Deleting a document is a soft delete and the app has no trash view, so confirm before you delete.
What should you do next?
Upload a small batch of real documents and correct the fields. Then read the pages on supported file types, moving files from another drive, email inboxes and expiry tracking, in that order. For questions about plans, migration or anything unclear, write to [email protected] or call +971 55 884 5370.
Keep these documents in one drive
InstantDrive stores your licences, Emirates IDs, tenancy contracts and invoices, reads the numbers and dates, and names every file in one pattern.
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