Document management systems

Our document management systems enable both the organization of documents and the creation of workflows, either fully digital or hybrid

A truly effective document management system must ensure theperfect balance between technological solution and business needs. In fact, it must be the technology that adapts perfectly to the operations of each individual reality. Only in this way can it become a strategic tool capable of increasing efficiency, improving knowledge management and regulatory compliance, including document retention.

Digital document management today makes it possible to better organize every workflow, even in hybrid contexts where some steps must remain analog, due to relational or organizational needs. With the right tools, we can trace these needs back to an orderly and monitorable system that allows companies to take advantage of all the benefits of digitization even when the initial scenario is seemingly complex or has very specific needs.

The main features of a document management system

What should one expect from an electronic document management system? First and foremost, the ability to adapt naturally to business processes, helping to simplify them without ever compromising their organization and nature. Here are some of the main features of the products and services we offer to make business management complete, transparent and free of information silos.

Document business process management (BPM) using workflows: digitization of active transportation documents (Sales Bills of Lading) through electronic signature sessions and production of proof of delivery (POD proof of delivery), digitization of passive transportation documents (Purchase Bills of Lading) through scanning using barcodes and artificial intelligence, purchase order management (ODA), expense note management, import and export customs flow management, HR flow optimization through electronic signature sessions.

In short, the digitization of processes, from purchase orders to transport documents, from expense reports to customs management, becomes a resource that enables operational agility, control and traceability. The use of technologies such as electronic signatures and artificial intelligence makes it possible to automate the most repetitive operations and free up time and resources for higher-value activities.

Our document management systems fit seamlessly into any workflow, even in the most structured areas, such as logistics or human resource management. The goal is always the same: to ensure orderly, compliant and immediately usable management of information.

Speaking of integration, digital document management naturally needs to integrate across and transparently with all elements of the business ecosystem. Our services enable document project management with integration between different systems: SAP ERP, DMS (Document Management system) and external systems (electronic invoicing, customs documents, RENTRI documents for waste management, regulatory storage).

Document management services: the features that simplify processes

General features of systems form the engine of document management. But once documents are digitized, advanced features and tools can be unlocked that enable faster decisions, greater visibility, and generally better use of the business data in the documents.
We recall some of the key features that characterize our digital document management offerings.

  • Support to document management manager and users for systems in production
  • Document archiving and information search optimization
  • Drafting document system manual
  • Audit storage system
  • Managing document relationships in SAP between all SAP objects, for example to give visibility to administration to have access to orders and shipping documents related to purchase invoices and sales invoices

Italian electronic invoicing: the benefits of integration with document management

In addition to being a legal requirement, electronic invoicing can become a powerful efficiency tool when linked to a digital document management system. Through this, in fact, invoices and movements can be managed directly from within its own ecosystem, without forcing operators to switch from third-party tools. The ability to perform all operations from one system simplifies processes and reduces error margins. Here are some of the tools with which we enable the potential of electronic document management.

  • Management accreditation at SDI (System of Interchange) of the client company
  • Consulting on XML file creation with SAP ERP
  • Technical/regulatory advice on Italian billing rulesù
  • Project management of active and passive electronic invoicing with SAP ERP and invoice reconciliation
  • Implementing processes with OpenText VIM for automating accounting processes.
  • SAP system integration with document systems and standardized storage

International electronic invoicing: simplified document management

Managing tax documents in the international scenario can be complex. Here again, having an effective, consistent and unified tool allows for a more streamlined and structured workflow. Thanks to our experience in the field of document management, we can implement systems that can take on the management and bureaucratic complexity to the benefit of greater efficiency and operational agility.

  • Support accreditation at government companies for interconnection in order to deliver invoices to the final recipient (e.g. ANAF in Romania)
  • Management of accreditation on Peppol platform using SAP
  • Consulting on XML file creation with SAP ERP on different countries
  • Technical/regulatory advice on electronic invoicing rules
  • Project management of active and passive electronic invoicing with SAP ERP and invoice reconciliation
  • Implementing processes with OpenText VIM for automating accounting processes.
  • SAP system integration with document systems and standardized storage

The other features of our document management systems

E-reporting / SAF-T

  • Support accreditation at government companies for interconnection for the purpose of delivery of registration documents to the government agency
  • Management of accreditation on Peppol platform using SAP
  • Technical / regulatory advice on E-reporting / SAF-T rules.
  • Consulting on XML file creation with SAP ERP on different countries

Electronic signatures

  • Analysis of signature processes within organizations
  • Support in the drafting of signing and contracting manuals
  • Constant updating of legislation on simple electronic signature (FES), advanced electronic signature (FEA), qualified electronic signature (FEQ)
  • Project management using graphometric signature tablets
  • Choice of electronic signature provider
  • Legal advice on signature systems and the concomitant legal storage of documents

Preservation in accordance with

  • Analysis of existing Preservation processes
  • Support in the drafting of storage manuals and contracts
  • Constant updating of regulations
  • Fiscal, legal, and administrative advice on the regulatory retention process
  • Training and support of the Conservation Officer and any delegates
  • Function of the Conservation Officer
  • Audit of the Preservation Process

Sign up for our newsletter

Stay up-to-date on news regarding Electronic Invoicing and Storage in Italy and abroad. Click on the button, every month you will receive a newsletter made by our experts with the most important updates.