Contracts get made from a file copied from last time, incoming invoices get typed into accounting by hand, and when somebody looks for a document from two years ago they ask on WhatsApp who has it. Each step takes a few minutes. Together they take a full-time job.
Generated from data you already hold
Contracts, quotes and annexes issued from the CRM, with the customer's details filled in from there. No document copied from last month with somebody else's name left in it, which does happen, and is always noticed from the wrong side.
Reading incoming documents
Invoices, orders and forms arriving by email or scanned: the data is extracted and lands in the right system. A person checks rather than transcribes: the difference between a few seconds and a few minutes per document.
Extraction from PDFs and scanned documents
Validation against data you already have
Anything uncertain goes to a person rather than being guessed
Written straight into accounting, ERP or CRM
An archive you can actually search
Documents are saved in a structure, named consistently and linked to their customer or order. Searching stops meaning asking a colleague where they put the file.
How we work, in five steps
1Process Audit
2Solution & Plan
3Execution
4Ownership & Maintenance
5Continuous Optimization
What you get
Automatic generation of contracts, quotes and annexes
Data extraction from incoming documents
Validation, with exceptions sent to a person
Structured, searchable archiving
Every document linked to its customer or order
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Already running
Contract generation from the CRM
Contracts issued from the customer's existing data, with their own numbering and a record of what was sent.
Invoices read automatically into the system
Issued documents are mirrored automatically, with structured data and a link to the customer.
They go to a person, flagged as uncertain. A system that guesses in order to look complete is more dangerous than one that admits it does not know, especially on invoices.
Can we keep the archive where it is?
Yes, if the structure allows. Otherwise we propose a new one and migrate, but we do not move your archive just to make our own life easier.
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