Document Management for SMEs: Central, Secure and Affordable

Document management is a daily challenge for many small and medium-sized enterprises. Invoices, contracts, emails and paper files are spread across different locations and systems. There is no consistent view of customers or suppliers, and controlling who can access which documents is difficult to enforce. It does not have to be this way.

iGuana iDM provides a 100% web-based document management platform built around the practical needs of SMEs. All you need is an internet connection and a web browser. You choose whether the system runs on your own servers or in the cloud. No hardware investment is required, and thanks to the intuitive interface, users are fully productive within days, without any formal training.

All documents relating to a customer, supplier or partner come together in one central file structure. Invoices, contracts, delivery notes, quotes, emails and multimedia files such as photos or videos can be grouped per record quickly and logically. When a customer calls or a supplier invoice arrives, everything is immediately at hand. Paper documents are scanned in using a standard multifunction printer or desktop scanner.

Security is built in at four levels: group, user, document and field. You decide who may view, edit or approve which documents. The accounts team sees only accounting documents, a department manager sees what is relevant to their department, and management has a full overview. Documents are also accessible on the move via the iSearch app for iPhone and iPad.

Incoming documents, such as supplier invoices or incoming post, are scanned on arrival and automatically routed to the right staff member. A built-in approval workflow ensures, for example, that an invoice is approved by management before it is processed in the accounts system. Routine processes run faster and with fewer errors.

SMEs moving to iGuana iDM do not need to set up a large IT project. The system is fully maintenance-free and scales with your growth. Want to know how iGuana iDM fits your specific situation? Contact one of our specialists for a personal conversation.