For expats in Germany · Ausländerbehörde, Finanzamt, Krankenkasse

The case number is in a photo. The lease is in an email.
Find both.

Germany still runs on letters, and every one of them matters. KIAgent files every letter you photograph and sorts every message that comes in, on your own computer, so ChatGPT or Claude can find the number they’re asking for, explain the deadline in English and gather what you need to send.

One request, two places: a photographed letter and a 2023 email attachment.
Paper, by post, in German

Every letter matters. None of them are in one place.

The Ausländerbehörde wants your Aktenzeichen. The Finanzamt wants a receipt from last year. The Krankenkasse wants a certificate you’re sure you sent. It’s all somewhere: a photo, a PDF, an email, a WhatsApp from a German friend explaining it. No wonder 65% of expats here rate dealing with admin as bad (InterNations Expat Insider, 2025).

A letter in German, with a deadline

What do they want, and by when?

Photograph the letter and ask. Your AI reads it from your computer, tells you in plain English what it’s about, what they’re asking for and the date that matters, and checks whether you already have the documents.

  • Photos and scans of letters read on your computer
  • Explained in English by the AI you already use
  • The deadline and what to send, with a link to the letter
  • It checks your mail for the documents they want
A tax office letter, explained, with the receipt they asked for already found.
Saved and filed

Photograph the letter. It files itself.

Drop each photo or scan into Incoming and KIAgent reads it and moves it into your folders, by rules you write in plain English: Ausländerbehörde letters to Residence permit, Finanzamt to Taxes. No renaming, no Ordner on the shelf, and the folders stay ordinary folders on your computer.

  • Rules in your own words, in English
  • Letters read in German, filed by what they say
  • Ordinary folders you can open, back up or print from
  • If a letter can’t be filed, it’s shown to you, never lost
Incoming: photographed letters filed into Residence permit, Taxes, Health insurance and Housing.
Permits and citizenship

A year of payslips, your pension record, your lease. You have them, somewhere.

Settlement permit and citizenship applications ask for years of paper, and incomplete files are a common reason for delays. Ask what you have and KIAgent’s search finds each piece, with what’s missing named before your appointment, not at the counter.

  • Payslips from your mail, counted month by month
  • Scanned letters from the Rentenversicherung and the Bürgeramt
  • Gaps named before you go, not after
  • Every document linked, ready to print or upload
Twelve payslips, a pension record and a lease: what’s there, and what isn’t.
How it works

Photograph, add, ask.

01

Photograph every letter

Save the photo or scan into your Incoming folder, even straight from your phone via iCloud or Google Drive. KIAgent files it.

02

Add the folder and your mail

Gmail, Outlook, GMX or web.de. KIAgent reads the letters and attachments on your computer, in German.

03

Ask in English

In ChatGPT or Claude: what does this letter want, where’s my case number, what do I still need. Every answer links the original.

Every message, sorted

The landlord, the Krankenkasse, the Bürgeramt. One list, already sorted.

Mail and chats from every office, utility and landlord land in Messages, sorted from your work and personal mail into Life admin, with bills and notifications marked. You see what came in this week without opening five inboxes.

  • Gmail, Outlook, GMX and web.de, WhatsApp and Telegram in one list
  • Sorted into Work, Personal and Life admin on your computer
  • Bills, receipts and notifications marked as what they are
  • Your AI can search all of it, by sender or by word
Messages, Life admin: the landlord, the health insurer, ELSTER and the Bürgeramt, together.
“Please submit…” again

Asked for it twice? Show them when you sent it.

Offices lose things, and they ask again. Ask your AI whether you already sent it, and get the date, the email and their confirmation. A polite reply in German waits in your Outbox until you’ve read it and press Send.

  • What you sent, when, and to whom, from your sent mail
  • Their confirmation of receipt, found
  • Replies drafted in German, sent only by you
The certificate was sent on 4 March and confirmed on 6 March.
Sources

Where your German paperwork already is.

Your mail
Gmail
Outlook / Microsoft 365
@
GMX, web.de, any IMAP
Letters & documents
Folder of photos & scans
OneDrive
Google Drive
Chats & appointments
WhatsApp
T
Telegram
31
Google Calendar

No ELSTER, bank or authority portals · request a source on GitHub

Your documents, your computer

Your passport scan doesn’t belong in another cloud.

Everything KIAgent reads stays on your own computer. When you ask your AI about a letter, only what the answer needs goes to it, and every lookup is on the record.

Your documents stay on your computer
Passport scans, tax letters and payslips are read and stored here, not on our servers.
Letters read on your computer
Text recognition for photos and scans runs locally. Nothing is uploaded to read them.
You decide what goes to your AI
When you ask ChatGPT or Claude, only the passages that answer needs go to it. Folders you don’t add are never read.
Every lookup is logged
See what your AI looked up, and when. Revoke an app’s access in one click.
Remove it, and it’s gone
Remove a folder or account and everything read from it is deleted too.
Open source
Read every line of what touches your documents.
Your AI asked — every request, every app, on your machine.
Honest answers

The questions a skeptic actually asks.

KIAgent reads them, in German, on your computer. When you ask ChatGPT or Claude, they explain the letter in English from that text and link the original, so you can check it. It’s a helpful explanation, not legal or tax advice: for anything with real consequences, ask the office, a tax advisor or a lawyer.

Pick any folder on your computer as Incoming, for example your iCloud Drive or Google Drive folder, and save photos or scans of your letters there from your phone. KIAgent reads each new one and files it by your rules. It doesn’t reach into your phone’s photo library by itself.

No. IMG_2041.jpg is fine. Letters are found by what they say: the case number, the office, the date.

Only what an answer needs, when you ask through it, and every lookup is logged on your computer. Don’t add a folder you never want an AI to read from, or remove it later and everything read from it is deleted.

Yes. Mail, PDFs and chats in any language are searchable, and photographed letters are read the same way. This page is about Germany because the paperwork here is famous.

Yes. Everything on your own computer is free and open source. The only paid option is remote access, so ChatGPT or Claude on your phone can reach your computer, handy at the Bürgeramt counter.

Also made for
ExpatsPaperwork from two countries, in two languages, in one place.New in AustriaMA 35, Finanzamt and proof of what you already sent.New in SwitzerlandRental dossier, tax Belege and Krankenkasse claims.New in SpainNIE, TIE, padrón and Hacienda papers in one place.
All 16 pages →
Pricing

Free is the whole product.

The app does everything on your own machine, for nothing. The only paid option exists for one reason: reaching your machine from somewhere else.

The app

Free

$0 · forever · no account
  • Connect any number of sources
  • Messages, People, Calendar and Transcripts
  • Morning and meeting briefs, on your ChatGPT plan or a local model
  • Search from every AI tool on your computer
  • Local index · no limits · no telemetry
  • Open source (MIT)
Download — free
Optional

Remote $5/mo FREE

a secure address for your machine
  • Reach your machine from your phone
  • ChatGPT and Claude on the web, from anywhere
  • A personal address like you.localkiagent.com
  • Cancel anytime · your local app stays free
Try for free
KIAgent

Germany runs on paper. Your AI can read it now.

Download — freeMac & Windows

Every letter you photograph, found and explained in English.