Systems we build and run
Bespoke document and certificate stores
Filed against the job, the asset or the customer it belongs to, rather than in a folder on somebody's desktop. Findable in a second, three years later, by somebody who wasn't there at the time.
What it is, and where it fits
Where this kind of system fits
- Legal, accountancy and professional services
- Builders, contractors and trades
- Waste, skips and recycling
- Property, lettings and facilities
- Manufacturing and fabrication
A document store keeps files against the record they belong to. The certificate is on the asset, the transfer note is on the job, the signed instruction is on the customer, and which version is current is never a question.
It suits anybody whose paperwork has to be produced later, for a client, an auditor, an insurer or a court. Handover packs, matter files, test certificates, permits, signed agreements.
A store attached to a system we already run is weeks. Permissions by role, retention rules and a client-facing view on top is more work, built the same way.
What it usually grew out of
Usually a shared drive that made sense when it was set up.
Then folders got nested inside folders, three people invented three naming conventions, and the current version became whichever one you opened first. The documents are all there, which isn't the same as being findable.
The answer isn't tidier folders, it's filing against the record instead of the folder. Once a document belongs to a job or an asset, finding it is finding the job, and nobody has to remember where it was put.
What it does
Filed against the record
Uploaded to the job, asset, matter or customer it belongs to, with its type and its date, rather than dropped into a folder tree.
On at the point it's produced
Photographed or uploaded where the work happened, so it lands before it's forgotten in somebody's downloads folder.
One current version
New versions supersede rather than multiply, with the old ones kept behind the current one and nobody guessing which is live.
Expiry where it applies
Documents that go out of date carry their date, and the system says so before somebody sends an expired certificate.
Seen by the right people
Permissions by role, so what shouldn't leave the office doesn't, and what a customer should have is something they can fetch.
A pack in one go
Everything for a job, a property or an audit produced as one ordered set, rather than assembled by hand the night before.
Documents can be generated as well as filed: letters, certificates and reports drafted by an AI feature from the data already on the job, then checked and approved before they go out. More on AI and automation.
Usually built alongside job and works trackers, compliance and inspection records or customer and supplier portals. The rest are on the services page.
How it gets built, and how it gets run
| Fixed price | Scope, price and dates in writing before anything starts, with what isn't included written as plainly as what is. It doesn't move because the job turned out harder than we thought. |
|---|---|
| Timescale | A store attached to an existing system is weeks rather than months, and bringing years of filing across can be done in stages. |
| Onboarding and training | We bring across what's worth bringing, agree who sees what, and train people to file against the record rather than into a folder. |
| Hosted in the UK | UK infrastructure, backed up nightly to somewhere that isn't the machine running it, kept thirty days, and checked every few minutes that it's up and answering. |
| Changes | A new document type, a different permission, a retention rule. What that covers is agreed at the start, so nobody works it out on the day. |
Ask about our free Business Systems Assessment
An hour with whoever runs the day to day. Clear recommendations to act on.
We look at how the work actually runs and what it runs on, then send you a list of what we would change, what each change would do for the business, and what it would take. In person or online, whichever suits you. Nothing to pay, nothing to sign.
- One hour
- In person or online
- Recommendations we talk you through
Honest answers
- We already pay for a shared drive.
- Then keep it. If the filing works, the gap isn't storage, it's the link between a document and the record it belongs to. That's the part we build, and it can sit over what you already have.
- Who can see what?
- You decide, by role, and it's enforced rather than agreed. Where it matters we keep a trail of who opened what, which is usually what an insurer or an auditor is really asking about.
- How long is everything kept?
- As long as you tell us and no longer. Retention is your decision and we build to it, including deleting on a schedule where that's what you need.
Talk to us
Tell us what paperwork you have to produce later, and who asks for it. That's usually enough for us to say whether we can help.
Ring, 8am to 6pm Monday to Friday and Saturday mornings, or use the form below. Pick what you'd like to keep track of, add a line if you want to, and leave a name and a way to reach you.