Electronic document workflow
An electronic document workflow is a system in which an invoice, order or request passes through the right people and approvals without a printout and without email attachments. 2Simple builds such workflows to order, with ERP integration, versioning and an archive that replaces the binders.
For whom
- Cost invoices wait for a signature on a desk while the payment deadline passes.
- Customer orders arrive by email as PDFs and somebody retypes them into the system.
- An audit asks "who approved this and when" and the answer requires digging through folders.
What you get
- Document registration from email, scanner or form
- Approval paths depending on amount, department and document type
- PDF editing and annotations directly in the browser
- Automatic deadline reminders
- Export of approved data to the ERP
- Archive with search and version history
How we do it
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We map the workflow on a whiteboard: where the document enters, who touches it, where it gets stuck.
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We build the workflow for one document type and launch it in a pilot department.
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We extend it to further document types and departments.
- up to 80%
- faster process handling
- 2-3 mo.
- to implement one workflow at HAMMERmed
- 100%
- of orders handled electronically at HAMMERmed
The system that removed paper from an entire distribution operation
HAMMERmed Medical, medical equipment distributor
Problem
Orders, shipping documents and invoices circulated as printouts between the warehouse, the office and drivers. Nobody knew which stage a document was at until they picked up the phone.
Solution
PDF Tool, an order workflow application integrated with the ERP, where a document is edited, approved and archived without ever being downloaded.
- 100%
- of orders handled electronically
- 0
- printouts in the order workflow
- Full change history
- Paper archive eliminated
Questions and answers
How is a custom workflow different from an off-the-shelf DMS?
An off-the-shelf DMS enforces its own steps and fields. A custom workflow mirrors your process, integrates with your ERP and has no per-user fee. It pays off when the process is specific or the scale is large.
Is an electronic workflow compliant with invoicing regulations?
Yes, invoices may be stored electronically as long as authenticity of origin, integrity of content and legibility are ensured. The system records change history and controls access, which meets those requirements. Confirm tax matters with your advisor.
Does the workflow work on phones and tablets?
Yes. Documents and approvals are available in the browser on desktop, tablet and phone, with no paper passed between departments. Everyone sees the current status wherever they happen to be working.
Let's talk about your project
Describe in a few sentences what you want to build or improve: an app, a platform, an integration or a process. We reply within one business day. The first call is an analysis, not a sales pitch.