Digital Office - Electronic Document Flow
The digital office helps organise accounting and keep track of documents within the company.
Our solution speeds up the process for contract approvals and financial document processing including the incoming invoices. Internal processes of the company are optimized by a well thought out system of office notes.
Legitimate electronic signatures allow you to dispense with keeping hard copies. Together with the systems providing legal document flow, this will help create a completely paperless document flow within the company as well as with the external contractors.
Routes for approvals of the incoming invoices prevent files loss and lower the risks of late payments. Stages of consideration become clear and easy to track and monitor.
Approval routes take less time. As soon as the system receives an invoice from the contractor, ELMA365 determines the responsible for the approval and sets them a task. Deadlines for consideration are strictly defined, in case of any delay you can trace on which stage the difficulties have occurred.
If the regulations within the company changed, the tool easily adapts to this. The routes can be easily adjusted in just a couple of clicks: adapt them to the updated structure, change the order of the approvals, terms and deadlines.
When working with the incoming contracts, our ECM product provides timely execution of tasks according to the requirements as well as their control.
The system allows transfer of the approval process into digital. Documents that need to be considered automatically come to the responsible person, taking into account the schedule of absences and replacements of the employees. As the tasks have got fixed deadlines, the executives cannot delay processing of the assigned task. If refused, all discrepancies get fixed in the system.
Approval can be parallel as well as consequent. This depends on the regulations of your company.
Outgoing contracts are generated according to the ready-made templates. The system will automatically set all necessary details from the apps.
Set numeration makes the contracts accounting and their registration simple, and the risk of losing them is reduced to minimum due to the unified storage of files.
Procedure of agreement is automated by end-to-end process. In case of refusal the outgoing document can be quickly edited: upload new version, make corrections in the editing mode, or add notes to the clauses of the contract.
Contract file shows all the related documents - additional agreements, invoices, etc. You can access any of these documents straight from the file, check their status, see available versions, print, etc.
You can create office notes in just a few seconds and sent to the addressees straight away. Employees do not need to wander around the office with any papers, if they want to approve a day-off.
Enough just to fill in the request online. It is possible to do it even from their phone. The system itself forms a document and sends it to the relevant manager. Put an order for the office equipment, request holiday, or send an employee on a business trip is now possible fast and hustle free.