Systems we build and run
Forms, e-signatures and generated documents
Getting documents created, sent, signed and returned. Forms built for the work rather than for a form builder, documents generated from the record in your layout, signed by link on any device, and the signed copy filed back where it belongs.
What it is, and where it fits
Where this kind of system fits
- Field service and trades
- Legal and claims
- Sports, coaching and leisure
- Property and lettings
- Manufacturing and food
A document store keeps documents once they exist. This is the other half: the form that gets filled in on site, the certificate generated from it, the sheet the customer signs, the consent pack a parent completes before the first session, and the signed copy coming back on its own.
It suits any business that produces paperwork from the work it does and needs some of it signed. Engineers' job sheets and test certificates, completion sheets, variation approvals, waivers and consent forms, letters of authority, quotes that need accepting.
A first step is usually one form and one generated document for the job that matters most. From there it grows to signatures by link, packs sent by invitation and chased, and every returned document filed against the record without anybody touching it.
What it usually grew out of
It usually grows out of a Word template and a printer.
Somebody opens last time's document, changes the names and dates, saves it under a new name, prints it, gets it signed, scans it and attaches it to an email. Or the customer is sent a PDF and asked to print, sign and send it back, which some do and some don't. Both work, and both take a person's time every single time.
Generated documents and e-signatures take the retyping and the chasing out of it. The details come from the record, so they match it, and the signed copy arrives back on the record, so nobody has to go looking.
What it does
Forms built for the work
Sections that appear only when they apply, items that repeat for each unit or room, photos and readings where they are needed, and required fields that can't be skipped. On a phone in the field or in a browser at a desk.
Documents generated from the record
Certificates, job sheets, letters, quotes and packs produced from the data already in the system, in your layout with your wording. The details match because they came from the same place.
Signed by link, on any device
A document sent by text, WhatsApp or email with a link. The signer reads it, confirms what they need to and signs by drawing or typing on whatever they have in their hand. No account, no app, no printer.
A signed PDF with an audit certificate
The finished document as a PDF, with a record of who signed, when, and from where attached to it, kept alongside the original. Sent to the signer and filed against the record automatically.
Packs sent by invitation and chased
A set of forms a customer, parent or new client needs to complete, sent as one invitation, with what has been returned and what is still outstanding on a list, and reminders sent until it is done.
Everything back on the record
The form, the generated document, the signed copy and the audit trail all sit against the job, the matter or the person they belong to, in the document store, and are findable years later.
Where it saves time, we build in AI features too: a returned form or a supplier's certificate read and checked against the record, with anything that doesn't match flagged for a person. More on AI and automation.
Usually built alongside document and certificate stores, compliance and inspection records, case management or iPhone and Android apps for the people filling the forms in. 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 | One form and its generated document is a short job. A full set of forms, packs and signatures across a business is bigger and goes live in pieces, the most-used form first. |
| Onboarding and training | We build the forms from the paper or Word versions you use now, match the generated documents to your layout, and show the team how a signature request goes out and comes back. |
| 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 field on a form, a new document, a different layout. 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
- Is an e-signature legally valid?
- Electronic signatures are widely accepted in the UK for most business documents, and the audit certificate showing who signed, when and from where is what makes one stand up. Some deeds and documents have specific requirements of their own. We build the record and the evidence; you take advice on the exceptions that apply to your work.
- We use DocuSign already.
- That's fine. Where you want to keep it, the system sits beside it: the document is generated from the record, goes out as it does now, and the signed copy is filed back against the job when it returns. Where you don't, signing is built into the system itself, so there is one less subscription and the customer never leaves your branding.
- Can a customer sign without an account?
- Yes. They get a link, open it, read the document and sign. There is nothing to install and nothing to register for. The link is unique to them and the document, and it stops working once it has been signed or after a time you set.
Talk to us
Tell us which forms and documents take the most time now, and which ones need signing. 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.