Document Management Systems
Document Management Systems
Plenty of businesses still run on paperwork: forms filled in by hand, details typed into Word, documents saved as PDFs and emailed one at a time. It’s slow, it’s easy to get wrong and it eats hours every week.
InfaCloud builds document systems that do that work for you. Your customer or your staff fill in an online form, the system turns their answers into a finished, branded document, emails it to the right people and files it where you can find it again. No retyping and no copy and paste.
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How We Build Document Systems
We start with the documents you produce now: the forms, the templates and who they go to. Then we map out which details come from the form, which come from your records and which are worked out automatically, like dates, totals and reference numbers.
We build the online forms, design the document template in your branding, set up the emails and storage, and test it with real examples until the documents come out exactly as you’d write them yourself.
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Online Forms, Finished PDFs And Automatic Emails
We built a system for one client where their customers fill in an online form and get a finished PDF document by email straight away, with no one in the office touching it. A job that used to mean typing up every document by hand now happens on its own, day or night.
The same approach works for reports, certificates, contracts, quotes, inspection sheets, onboarding packs and letters. Documents can be signed online, saved against the customer’s record and found again with a quick search.
Why Businesses Choose InfaCloud For Document Systems
Every system is built around your documents and your process, not a generic tool you have to work around. Your documents look exactly how you want them to, and the system follows your rules.
For one client we built a system where customers fill in an online form and get a finished PDF document by email straight away, with nobody in the office typing it up.
ST Lofts‘ loft calculator does something similar with quotes, turning a customer’s choices into a branded PDF. See more of the custom systems we build.
- FAQ’s
Document System Questions
(01) What Kind Of Documents Can It Create?
Almost any document you produce from a template: reports, certificates, contracts, quotes, inspection forms, letters, onboarding packs and more. If you can show us an example, we can usually automate it.
(02) Can Customers Fill In The Forms Themselves?
Yes. Forms can be filled in by customers on your website, by staff in the office or on a phone out on a job. Forms check the answers as they go, so documents aren’t created with missing details, and staff can save a form and finish it later.
(03) Can Documents Be Signed Online?
Yes. We can add online signatures, so documents are signed and returned without printing or scanning. Everyone signs in the browser on a phone or computer, and the signed copy is emailed to everyone who needs it and stored safely.
(04) Where Are The Documents Stored?
Securely in your own system, where you can search for them, or in cloud storage you already use, like Google Drive or OneDrive. Access is limited to the people who need it.
(05) Is It GDPR Compliant?
We build with GDPR in mind: data is encrypted in transit, only the right people can see each document, and you can set how long documents are kept. We’ll talk you through it.
(06) Can It Use My Existing Templates?
Yes. Send us the Word or PDF documents you use now and we’ll recreate them, so the automated versions look just like the ones your customers already know. Your logo, layout, fonts and wording all stay the same. The only difference is that the details fill themselves in.