The paperwork moves itself, and stops going missing
Forms filled in once, routed to whoever has to agree, signed, filed where you will find them again, and chased the moment they stall.
- Typically costs
- £30k–£70k
- Live in
- 8–16 weeks
Documents and approvals
5 parts01Where this usually starts
Something important is sitting in an inbox and nobody knows whose. The form was filled in on paper, photographed, emailed to you, retyped, and it is now waiting on a signature from somebody on leave with no cover arranged.
02What changes
What you end up holding.
- 01Forms filled in once, on a phone if need be, with the answers landing straight where they belong
- 02Approvals routed by your own rules, including who covers when somebody is away
- 03Anything stalled visible immediately, with the name of whoever it is waiting on
- 04Signed documents stored where anyone entitled to see them finds them in seconds
- 05A complete record of who approved what, when, and on what basis
Nothing sits unowned, because anything that stalls shows you the name of whoever it is waiting on.
03The pieces
What a system like this is usually made of.
You will not want all of it on day one, and you should not pay for all of it on day one. The estimator lets you choose, and shows what each one adds.
Forms
Filled in once, on a phone if need be, with the answers going straight where they belong.
Approvals
Routed by your own rules, including who covers when someone is away, and chased when they stall.
Signatures
Signed online with a full record of who, when and on what basis.
Finding the document again
Everything filed where anyone entitled to see it can find it in seconds.
The ones that need a person
Only the genuinely uncertain reach someone, with the original alongside for a two-second decision.
The sort of detail that matters
- You edit them yourself, without calling anyone
- Last year's submissions still read as they did
- You set where the line sits, and move it once you have watched it work
04How it would run
8 to 16 weeks, in five phases you approve one at a time.
01
Getting to the truth
A written account of how your work really runs today, what the current way is costing you, and what your new system has to do about it.
02
Shaping it
Every screen and every decision your system will make, in front of you and signed off, with your live date fixed at the end of it.
03
Building it
Your system takes shape week by week in your own account, with something you can click on and try at the end of every fortnight.
04
Proving it
Your own people put it through real work with real records, and everything they find is fixed before anybody depends on it.
05
Going live
Your team moves across trained, with their history intact, on the date fixed months earlier.
05Asked most often
The questions that come up.
Can it handle signatures that stand up legally?
Either built in with a full record of identity, intent and timing, or through DocuSign or Adobe Sign where you already use one and your legal team is attached to it.
Our forms change every year. Who edits them?
You do, without calling anybody. Changing a form leaves the ones already submitted exactly as they were, so last year's records still read as they did on the day they were signed.
Does it work on site, on a phone, in the rain?
And with no signal. It saves on the device and catches up the moment the phone is back on the network.
06The rest of it
Most projects are two or three of these at once.
- 01Customer and salesEvery customer, conversation and deal in one place, arranged the way your business works rather than the way a software company guessed it might.£45k–£120k
- 02Invoicing and paymentsInvoicing that matches your contracts however awkward they are, takes payment the way your customers want to pay, and follows up on its own.£38k–£95k
- 03Access and auditAccess controlled to the person and the record, every change recorded, and your answer ready the day an auditor, a client or a regulator asks for one.£32k–£85k
- 04Planning and schedulingWork, people and equipment scheduled against real constraints, reshuffled in seconds when something changes, and visible to everyone who needs to know.£48k–£140k
- 05ReportingOne honest set of figures drawn from every system you run, assembled by nobody, argued over by nobody, and ready on the first of the month.£30k–£75k
- 06Quoting and proposalsYour pricing rules, however involved, applied correctly by anyone on the team, inside a document that looks like it came from you.£34k–£88k
- 07Client portalsA calm, private place your clients sign in to, see exactly where their work has got to, and get what they need without emailing anybody.£30k–£80k
- 08Field work and jobsThe job tracked end to end, your engineer given what they need on their phone, and the paperwork finished before the van leaves site.£55k–£160k
- 09BookingsAvailability your customers book against themselves, with every one of your real rules applied, and far fewer people failing to turn up.£30k–£70k
- 10Stock and assetsStock, tools, vehicles and installed equipment tracked accurately enough that you stop buying things you already own.£35k–£90k
- 11Joining systems upThe systems you already pay for, talking to each other reliably, so a thing entered once appears everywhere it belongs within seconds.£30k–£65k
- 12Leaving a systemA planned, reversible move off the system that is holding you back, without losing a single record or a day of trading.£35k–£110k
- 13Reading documentsPaperwork arriving by email or on a phone camera, read accurately, checked against what you expected, and put in front of a person only when it needs one.£38k–£95k
- 14MembershipsMembers joining, paying, renewing and getting what they pay for, without anybody in your office administering a single one of them.£32k–£85k
- 15MarketplacesA platform where your suppliers and your buyers find each other, agree terms and pay, with your commission taken cleanly every time.£65k–£200k
- 16Compliance recordsThe records your regulator, your insurer or your biggest client requires, captured as the work happens and produced on demand in minutes.£32k–£80k
Put a date on it.
Half an hour with whoever would build it gets you the shape of the work, a figure you can take to your board, and the week it could start. No deck, no discovery fee, no follow-up sequence.
Or ring 01603 552024. A person answers it.