Document filing
Find any document in seconds. Every attachment is named properly and saved to the right folder the moment it arrives.
Hours back
3
hours a week back, typically
How it runs
What we build, step by step.
This is the usual shape. Yours gets built around how your team actually does the job.
- 01
A folder layout agreed once
One structure for customers, jobs, suppliers and staff, set up with you during the build.
- 02
Attachments picked up as they arrive
From the shared inbox and any upload links, with the sender and context noted.
- 03
Recognised and renamed
Each file is identified (a signed contract, a permit, a site photo, an insurance certificate) and renamed with the customer or job and the date.
- 04
Saved to the right folder
And linked from the job or customer record where your system allows it.
- 05
Anything unclear set aside
Files that can't be matched to a customer or job go to a 'to sort' folder and appear on a short daily list.
Shown with software we see a lot. If your team uses something else, we build it into that instead.
Built for your business
Same job, different business. We build yours.
Two firms in the same trade rarely run a job the same way. Different software, different steps, different people signing off. We build it for your business, around how your team actually does the job.
Your steps
Built around the order your team already works in, odd exceptions included.
Your software
Runs inside the tools you already pay for, set up the way you use them.
Your rules
Your wording, your limits, your sign-offs. Nothing generic goes out in your name.
You sign off
Your team keeps the final say.
The folder layout and naming rules are yours to approve. A person sorts any file it can't match with confidence.
What it's worth
What those hours add up to.
3 hours a week, over 46 working weeks, is 138 hours a year. At $50 an hour, that’s
$6,900
back in the business, every year.
Typical, not promised.
Before and after
The job, before and after.
How it runs today
Files get saved to desktops, inboxes and shared drives under names like 'scan0042.pdf'. When a customer or inspector asks for a document, someone searches for ten minutes or asks whoever saved it.
What we build
- A folder layout agreed once
- Attachments picked up as they arrive
- Recognised and renamed
- Saved to the right folder
- Anything unclear set aside
A month in
Anyone in the office can find any document in seconds, and an audit or insurance request stops being a scramble.
FAQ
Can automatic filing tidy up the folders we already have?
Often, yes. A one-off clean-up of old folders can go in the proposal. Most businesses start filing new documents first and tackle the archive afterwards.
Does automatic document filing work with SharePoint?
Yes. Document filing works with Microsoft 365 and SharePoint the same way it does with Google Drive. We build on the storage you already pay for.
More for office & admin
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Thirty minutes on document filing. We build its elf with you, live, and you keep it.