How the system is built, hosted and secured
A private, access-controlled web application on standard managed hosting — nothing for you to run or maintain. This page is written for both decision-makers and an IT/security reviewer.
Private by design, auditable by default
Site lock
Every public request is redirected to the login screen. Non-administrator staff only ever see the branded app, never the WordPress dashboard.
Role-based access
Operator, Manager and Super Admin map to specific capabilities, enforced server-side on every request — not just hidden buttons.
Documents outside the web root
Original PDFs are stored where they can’t be reached by URL, and are served only through an authenticated, audit-logged download.
HTTPS & safe input
All traffic is encrypted in transit. Uploads are restricted to PDF and 25 MB; inputs are validated and database access is parameterised.
Secrets handled properly
The AI key is stored server-side, never shown back in the browser, and never kept in source code or the code repository.
Full audit trail
Every extract, save, edit, export, download and delete is logged with the user and timestamp, reviewable in a usage dashboard.
Scope: supplier invoices, not regulated personal data
The system captures supplier invoices — not personal, health, or otherwise regulated records. The heavier compliance regimes that govern those kinds of records are out of scope for this application; the baseline controls (authentication, role-based access, HTTPS, audit logging, non-public file storage, server-side secret handling) all apply.
A note on the AI & data residency
Invoice PDFs are sent to Anthropic (in the USA) to be read. Anthropic does not use submitted business data to train its models, and you supply and control your own key. Hosting can move to Canada independently — see the FAQ.
The stack, at a glance
| Application | Private WordPress plugin (PHP) + browser JavaScript |
|---|---|
| Runtime | PHP 8.3 |
| Web server | LiteSpeed, over HTTPS/TLS |
| Database | MySQL (custom wp_emhc_* tables) |
| AI service | Anthropic Claude API (model selectable) |
| File storage | Server filesystem, outside the public web root |
| Exports | CSV, XLSX (your accounting system’s column order) |
| Hosting (today) | Managed cloud — relocatable to Canada |
Low-maintenance by design
Vendor-managed updates
Updates are deployed by DIYB; the database upgrades itself on deploy — no manual database work for you.
Backups
Provided at the hosting level (managed snapshots) plus standard WordPress database backups; a restore policy can be agreed.
No client software
Staff use a normal web browser — nothing to install, patch or maintain on staff computers.
Want the full technical write-up?
A detailed Product & Architecture guide for your IT and security review is available on request.
