The invoices, forms and certificates read themselves
Paperwork 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.
- Typically costs
- £38k–£95k
- Live in
- 10–22 weeks
Reading documents
4 parts01Where this usually starts
Somebody on your team spends their week keying in supplier invoices, delivery notes, timesheets or certificates. It is accurate enough until the week it is busy. The originals get filed somewhere, and finding one again costs half an hour.
02What changes
What you end up holding.
- 01Documents read as they arrive, with the figures out of them and into your system
- 02Anything that disagrees with what you expected flagged rather than posted
- 03Only the genuinely uncertain reaching a person, with the original alongside for a two-second decision
- 04Every original findable in seconds by what is in it, not by what somebody named the file
- 05A week of keying in given back, and the errors that came with it gone
Four days a week of keying handed back, and duplicate payments caught before they are made.
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.
Finding the document again
Everything filed where anyone entitled to see it can find it in seconds.
Reading documents as they arrive
Figures taken out of invoices, notes and certificates, checked, and only queried when genuinely unclear.
Checked against what you expected
Each document set against the order, the contract or the rate card, and held back when it disagrees.
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
- Read as they land in the inbox
- Anything that disagrees with the order stops for a person
- A supplier invoice that does not match the order never gets posted
- You set where the line sits, and move it once you have watched it work
04How it would run
10 to 22 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.
How accurate is it really?
On clean documents of a kind it has seen before, very. On a crumpled photograph of a handwritten delivery note, less so, which is why it is built to know when it is unsure and ask. It gets measured on your own documents during shaping, and you see the real figure before you commit rather than somebody else's.
Does it ever post something wrong without us noticing?
Anything it is unsure about, and anything that disagrees with the order or the contract, stops for a person. You set where that line sits and you move it once you have watched it work for a month.
What happens to the documents themselves?
Kept as long as you need them and no longer, under a retention rule you choose, with who looked at them recorded where that matters.
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
- 08Documents and approvalsForms filled in once, routed to whoever has to agree, signed, filed where you will find them again, and chased the moment they stall.£30k–£70k
- 09Field 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
- 10BookingsAvailability your customers book against themselves, with every one of your real rules applied, and far fewer people failing to turn up.£30k–£70k
- 11Stock and assetsStock, tools, vehicles and installed equipment tracked accurately enough that you stop buying things you already own.£35k–£90k
- 12Joining 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
- 13Leaving 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
- 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.