DocTech

Digitises documents and automates connected processes, helping teams find information, reduce manual work and manage records more efficiently.

Connect DocuWare with existing systems to reduce manual work and make documents and business data easier to access across processes.

Capture and validate business information digitally to reduce manual entry, improve data reliability and move information into business processes more efficiently.

Automate document journeys to reduce manual administration, speed up approvals and give teams clearer visibility and control over business processes.

Speeds up document signing by embedding legally enforceable signatures into workflows and keeping signed records and audit trails together.

Brings live organisational data and workflow insights together to help teams track performance, spot bottlenecks and make informed decisions.

Capture documents reliably and clearly to support digitisation, accurate data capture and effective document management workflows.

Convert paper archives into searchable digital records to reduce storage needs and make information easier to access, manage and protect.

Identify process improvements and implement tailored software solutions to reduce inefficiencies, improve visibility and support compliance.

Replace manual document handling with a tailored, scalable system that improves process visibility and supports more efficient work.

Get responsive technical help, prioritised issue resolution and training to keep document management solutions working effectively.

Digitise expense submissions and receipts, support controlled approvals, and help finance teams manage claims with greater visibility and less manual administration.

Connect purchasing and payment processes to reduce manual administration, improve spend control and give teams visibility into transactions.

Organise and find emails and attachments more easily, track shared inbox activity and move email-based business processes forward.

Capabilities for organizing, sharing, and controlling documents through secure storage, permissions, version tracking, approvals, and activity records.

Products: DocuWare, Document management implementation, Document Management Support, Archive scanning, Email management, DocuWare integration services, Software consultancy

Automated capture, classification, and extraction of structured data from invoices, contracts, and forms to remove manual entry and accelerate downstream workflows.

Products: Data Capture Solutions, DocuWare, Kodak Alaris Scanners

Capabilities to model, automate, and orchestrate business processes and approvals, including workflow rules, automated assignments, integrations, and real-time status tracking.

Products: Document workflow automation, DocuWare, Digital signatures, Expense Management Software, Document management implementation, DocuWare integration services, Software consultancy

Capabilities that automate requisitions, approvals, purchase orders, punch-out catalog shopping, electronic invoice matching, and integration with back-office systems to reduce manual processing and enable paperless purchasing.

Products: Purchase-to-pay automation, DocuWare, Data Capture Solutions

Implementation of analytics platforms, dashboards, reporting, and custom analytics to improve decision-making and operational insight.

Products: DocuWare Reporting Dashboard

DocuWare

DocuWare is a document management platform for capturing, storing, organising, finding and processing business documents. It provides a central digital repository and supports automated workflows, data capture and integrations with finance, ERP, CRM and other business systems. It can be deployed in cloud, on-premise or hybrid environments and supports processes including invoice management, document approvals, digital forms, email management and contract management. Related DocuWare-based solutions include intelligent document processing, accounts payable automation, document workflow automation, digital forms, email management and digital signatures.

• Centralise And Find Business Documents
  Bring business documents together so authorised staff can search for and retrieve information without relying on paper files or scattered storage locations.
• Capture And Structure Document Data
  Identify document types and extract relevant information from incoming documents, including scans and handwritten content, so data can be used in workflows and connected systems.
• Route Documents And Automate Approvals
  Move documents through consistent digital processes, route tasks to the right people, and manage approvals and exceptions without relying on manual handoffs.
• Connect Documents With Business Systems
  Exchange documents and data with existing applications so employees can access relevant information in their usual systems and reduce manual re-entry.
• Control Access And Track Document Changes
  Apply permissions and retention rules, manage document versions, and maintain records of actions to support document control and compliance processes.
• Process Invoices And Approvals Digitally
  Support invoice processing from capture and matching through approval and storage, with finance or ERP integrations for connected processes. Payment allocation and digital supplier onboarding can also be supported.
• Collect Accurate Information With Digital Forms
  Replace paper forms and static PDFs with structured submissions that can be validated, stored, searched and used to start business processes.
• Sign And Store Documents Digitally
  Include electronic signing in document processes, track signature progress, and retain signed records and audit trails with the document.
• Choose A Flexible Deployment
  Use DocuWare in cloud, on-premise or hybrid environments to suit organisational deployment requirements.
• File And Search Emails Centrally
  Store and index emails and attachments in DocuWare, search from Outlook or Office 365, track message status, and use messages to initiate document workflows.
• Ask Questions About Stored Documents
  The described Aura assistant is intended to help users find, analyse, summarise and compare document information using natural-language questions, while applying user permissions.

DocuWare integration services

DocTech designs and delivers integrations that connect DocuWare with existing ERP, finance, CRM, housing management and specialist business systems. Integrations can exchange documents and data in one or both directions, make documents accessible from users’ existing applications, and connect captured information with workflows. DocTech reviews existing systems and processes to identify integration requirements and can develop custom integrations when standard options do not meet the need.

• Connect DocuWare With Existing Business Systems
  Bring document management alongside the systems teams already use, helping documents and information move between applications as part of connected business processes.
• Exchange Documents And Data Across Systems
  Keep business documents and related data connected across applications, reducing duplicate entry and helping information flow through processes.
• Retrieve Documents From Familiar Applications
  Help users find documents linked to their work without searching through folders, inboxes or a separate application.
• Build Integrations Around Specific Requirements
  Address requirements that existing integration options do not meet with a connection designed for the customer's particular systems and processes.
• Plan Integrations Around Business Processes
  Clarify which systems and processes need to connect before implementation, helping shape an integration around the information that must flow between them.
• Connect Cloud And On-Premise Applications
  Integrate DocuWare with applications in cloud or on-premise environments, supporting connection with the systems an organisation already uses.

Data Capture Solutions

DocTech data capture solutions collect information from documents, forms, emails and other sources, converting it into usable digital data. The solutions can extract defined fields and detailed line items from unstructured and handwritten documents, apply validation checks or coding, and securely store data alongside its supporting documents in a document management system. Captured data can be exchanged with multiple business systems, helping organisations reduce manual data entry and use reliable information in their processes.

• Extract Data From Varied Documents
  Capture detailed information from unstructured and handwritten documents, including line items, for use in business processes.
• Validate Data Before Use
  Check captured information against required rules or other documents, helping teams rely on data as it moves through processes.
• Connect Data Across Business Systems
  Move captured information between the document management system and other business systems, with data export scheduled or performed on demand.
• Capture Data From Multiple Sources
  Bring information from documents, forms, emails and other sources into digital processes, including paper records converted using scanners and associated software.
• Define The Data You Need
  Set the data fields to extract and specify validation checks or coding requirements to align capture with the organisation's needs.
• Store Data With Supporting Documents
  Keep captured information and the document it came from securely stored together in a document management system.
• Check Data Across Documents
  Compare information captured from different documents to support checking and validation within document-based processes.
• Speed Up Data Processing
  Machine learning is identified as a way to speed up processing times.
• Scale Capture To Your Organisation
  Use a data capture solution described as scalable for organisations of any size.

Document workflow automation

DocTech designs and implements digital document workflows using DocuWare. The workflows replace manual document routing with tailored processes that move documents from capture or receipt through classification, routing, review, approval, processing and secure storage. DocTech maps existing processes and builds future workflows around an organisation’s requirements, using business rules to assign tasks, manage approvals and flag exceptions. The solution can connect with existing business systems, helping organisations improve process visibility and reduce manual administration.

• Route Documents To The Right People
  Configured rules direct documents to the appropriate person or department, reducing manual forwarding and helping work move through the organisation consistently.
• Move Approvals Forward Faster
  Automated tasks and notifications prompt the right users to review and decide on documents, while configured approval routes support simple and complex requirements.
• Keep Work Moving When Issues Arise
  Reminders, escalation rules and substitutions help address exceptions and unavailable approvers, reducing the likelihood that documents or requests will be overlooked.
• Prepare Documents For Processing
  Capture and classification bring documents from multiple sources into a consistent workflow, with information identified and indexed so documents can be routed and processed.
• Shape Workflows Around Your Processes
  Process mapping gives organisations a view of existing and future workflows, supporting a solution designed around their specific requirements.
• Track Progress And Recorded Decisions
  Recorded actions and decisions make it easier to see where documents are in a process and provide traceability for workflow activity.
• Connect Workflows With Existing Systems
  Integration connects document workflows with existing business applications, helping information move between systems and processes.
• Store Completed Documents Securely
  Secure central storage completes the document workflow and makes archived documents easier to retrieve when required.

Digital signatures

DocTech provides integrated digital signature solutions embedded in document management platforms such as DocuWare. Signatures can be incorporated into existing workflows, allowing organisations to manage documents from creation and approval through signing and secure storage in one connected process. The solution supports legally valid, eIDAS-compliant signatures, including advanced, qualified and certificate-based signatures where required. Documents can be sent for signature directly from DocuWare, routed through approval workflows, and stored with their metadata and audit trails. Signers can access the full document before signing, and signing can also take place in person.

• Sign Within Existing Document Processes
  Embedding signatures in DocuWare lets teams include signing in their existing document workflows instead of switching between disconnected systems.
• Capture Legally Enforceable Signatures
  Organisations can capture signatures designed to meet legal requirements, with advanced, qualified and certificate-based options available where needed.
• Route Documents Through Approval Workflows
  Automated routing moves documents through the relevant approval and signature steps, reducing manual handling and supporting end-to-end process automation.
• Store Signed Documents In The Correct Location
  Automatic storage keeps signed documents in the appropriate location within the document management system, alongside associated metadata and version history.
• Retain Signing Audit Trails
  Keeping audit trails with the document record helps organisations maintain traceability and support compliance reviews.
• Track Status And Send Reminders
  Real-time status visibility and automated reminders help teams see where documents are in the signing process and follow up on outstanding actions.
• Review Documents Before Signing
  Signers can review the complete document before they sign, and signing can take place in person when required.
• Collect Signatures From Teams And External Parties
  Organisations can use the signature process with internal users as well as external suppliers and clients.

DocuWare Reporting Dashboard

DocTech’s DocuWare Reporting Dashboard is a web-based business intelligence tool that collects, integrates, analyses and presents data from DocuWare workflows and other systems. It provides real-time information through starter dashboard templates, with tools to create customised visualisations and dashboards. Users can track KPIs, identify workflow bottlenecks, analyse activity and team performance, and drill from a dashboard into DocuWare documents. Dashboards can be shared through a secure web browser interface, and reports can be delivered by email.

• Unify Data Across Systems
  Bring information from DocuWare workflows and other databases together in one platform, making it easier to view organisational data in one place.
• Access Live Organisational Data
  View current information across connected sources through real-time dashboard updates, without manually compiling separate reports.
• Spot Workflow Issues And Trends
  Use workflow reports and visualisations to identify bottlenecks, understand activity patterns, review approval processes in more detail and assess team performance.
• Track KPIs In Real Time
  Monitor progress against key performance indicators and use traffic-light notifications to see when indicators require attention.
• Customise Dashboards To Your Needs
  Create relevant visualisations, reuse them across dashboards and configure the appearance to align with company branding and existing platforms.
• Open Source Documents From Dashboards
  Move from dashboard information directly to the corresponding DocuWare document when the user has the required permissions.
• Share Insights Through A Secure Browser
  Give users access to dashboard content through a secure web browser interface.
• Start With Ready-Made Templates
  Use supplied dashboard templates and components as a starting point, then build a solution suited to the organisation’s reporting needs.
• Connect Dashboard Data To DocuWare
  Source required information from DocuWare through an API connector, with newly added filing-cabinet index fields appearing automatically in the dashboard.
• Receive Reports In Your Inbox
  Have reports delivered directly to an inbox, making reporting information available to recipients by email.

Kodak Alaris Scanners

DocTech supplies and recommends Kodak Alaris scanners and related data capture solutions for archive digitisation and day-to-day document processes. The scanner range is designed for high-quality, consistent image capture and reliable paper handling, with options for different document volumes and requirements. Associated software includes Kodak Capture Pro for batch scanning automation and Kodak Alaris Info Input for Optical Mark Recognition and data extraction from handwritten documents. Scanned information can support document management, OCR, intelligent document processing and automated workflows.

• Capture Documents Clearly
  Create clear, consistent digital images that provide a strong foundation for OCR, data capture and downstream document processes.
• Handle Documents Reliably
  Support dependable scanning, with multi-feed detection to help identify issues that could result in missed or incorrectly captured pages.
• Process High Document Volumes
  Choose from scanners with stated speeds and daily volumes suited to substantial scanning workloads, including a listed model rated for up to 20,000 pages per day.
• Match Scanners To Your Needs
  Select a scanner to suit the documents, volumes and processes involved, with A4 and A3 options represented in the product range.
• Automate Batch Scanning
  Use Kodak Capture Pro to convert batches of physical forms, records and documents into digital formats with scanning automation.
• Feed Digital Document Workflows
  Use captured documents as the starting point for document management and processing workflows, including OCR, intelligent document processing and automated workflows.
• Extract Marks And Handwriting
  Capture information from marked forms and handwritten documents through Optical Mark Recognition and data extraction.
• Access Replacement And Technical Support
  Support options include technical assistance and advanced unit replacement warranty coverage, with listed models specifying a three-year term.

Archive scanning

DocTech provides professional archive scanning to convert physical records into secure, searchable digital files. The service covers secure collection and traceable handling, document preparation, high-resolution scanning, quality checks and OCR. Documents can be indexed and organised in a document management system for authorised access, with options to securely shred and recycle originals or return them.

• Create Clear Digital Images
  High-resolution scanning converts physical documents into clear, accurate digital images, including for archive projects of different sizes.
• Find Information In Scanned Files
  OCR turns scanned documents into searchable files, helping users find information more quickly and accurately.
• Track Archives Throughout Processing
  Unique IDs for archive boxes provide traceability while records are collected, transported and processed.
• Verify Every Captured Page
  Checks throughout the process help confirm that all pages have been captured correctly in the digital files.
• Organise Records With Metadata
  Indexing and categorisation using metadata make digitised records easier to locate and manage in a document management system.
• Store Records In One Repository
  A document management system provides organised digital storage for digitised archive records.
• Access And Protect Digital Records
  Authorised users can access files remotely, while encrypted storage, controlled access and automatic cloud backups help protect and preserve records.
• Reduce Physical Storage Costs
  Replacing bulky paper archives with digital files can free valuable office or off-site storage space and reduce associated costs.
• Choose How Originals Are Handled
  Customers can choose secure shredding and recycling with a certificate of destruction, or request the return of original documents.
• Support Compliance And Audits
  Digitised, organised records support compliance and audit requirements while helping organisations strengthen information security.
• Prepare Records For Scanning
  Document preparation gets records ready for digitisation by removing staples, bindings and folders.
• Digitise Diverse Business Records
  DocTech can convert a range of organisational records, from legal paperwork and tenant records to HR files, invoices and contracts.

Software consultancy

DocTech’s in-house software consultants help organisations plan and improve business processes, particularly those involving document management. They discuss and map current departmental processes, identify risks and inefficiencies, and provide written recommendations for proposed processes and solutions. Their consultancy covers data capture, document scanning, workflow solutions, system integration and business process management, including network and server configuration and the physical installation of workflow management software. Qualified IT engineers and system architects assist with implementation, with solutions tailored to client needs, departments and budgets.

• Map Current Departmental Processes
  Build a clear picture of existing work processes through discussion and process mapping, helping inform suitable improvements and solutions.
• Identify Process Risks And Inefficiencies
  Pinpoint risks, bottlenecks, duplicated work and inefficiencies so organisations can understand the challenges affecting their processes.
• Get Guidance Through Implementation
  Maintain consultancy involvement from initial discussions through implementation, with qualified IT engineers and system architects available to assist.
• Receive Written Recommendations
  Use documented recommendations to review current processes and consider proposed processes and solutions suited to the organisation’s needs.
• Plan Technical Configuration And Installation
  Access consultancy covering network and server configuration as well as the physical installation of workflow management software.
• Address Document Process Requirements
  Draw on expertise in data capture, document scanning, workflow solutions and integration to address document-based process requirements.
• Tailor Solutions To Your Needs
  Choose an approach suited to individual requirements and budget, from a single-department implementation to a company-wide solution that can develop over time.

Document management implementation

DocTech’s UK-based team implements DocuWare document management solutions, beginning with an assessment of current processes and infrastructure. The service can include process mapping, solution design, system deployment, integration with ERP, finance and other business systems, user training and ongoing support. Implementations are tailored to organisational requirements and can start with one process or department, then expand as needs develop.

• Map And Improve Workflows
  Understand how documents and tasks currently move through the organisation, identify improvement opportunities and design a solution around business requirements.
• Start Small And Expand
  Introduce the solution to a selected process or department, then extend it as organisational requirements grow.
• Connect Existing Business Systems
  Integrate DocuWare with relevant business applications so information can move between document processes and existing systems.
• Deploy A Tailored System
  Set up a document management system to fit the organisation’s requirements and selected hosting environment.
• Maintain Support After Deployment
  Receive support from DocTech’s team after the system is implemented, with the same in-house team involved in setting up installations.
• Train Users On DocuWare
  Help users learn the implemented system as part of the DocuWare project.

Document Management Support

DocTech provides in-house support for document management installations and related solutions. The team that sets up new installations is available for software support and enhancements. Clients can submit requests by email or telephone; requests are logged in a ticketing system and prioritised by importance, severity and business impact. Secure remote access helps resolve issues, and support agreements include unlimited telephone and online assistance with technical staff. DocTech aims to respond the same day to tickets submitted before 14:00. Training is provided for implemented solutions, usually remotely during installation, with some on-site training available depending on location.

• Get Help From The Implementation Team
  Clients can contact the same in-house team that set up their installation for ongoing software support and enhancements.
• Prioritise Issues By Business Impact
  A ticketing system gives each request a reference and helps the team respond in order of importance and severity, with updates through resolution.
• Resolve Issues Through Secure Remote Access
  Remote access allows support staff to work directly on a client's computer to investigate and resolve issues without requiring an on-site visit.
• Contact Support By Email Or Phone
  Clients can submit a request by email or telephone, with unlimited telephone and online technical support included in support agreements.
• Receive A Targeted Same-Day Response
  Submitting a ticket before 14:00 carries a same-day response target, while the team prioritises requests based on business importance and severity.
• Train Teams To Use Implemented Solutions
  Training helps client teams learn implemented solutions, usually remotely during installation, with some on-site options depending on location.
• Work With Trained Certified Support Agents
  Clients receive assistance from agents accredited in the appropriate DocuWare certifications and trained on DocTech's other solutions.
• Access Weekday Support With Extended Options
  Clients can contact support during typical weekday business hours and may request extended support.

Expense Management Software

DocTech provides expense management through its integrated digital forms and document management offering. Employees can submit expense information and receipts digitally, while finance teams process and approve claims. Forms can be tailored to organisational requirements, including fields, drop-down lists, calculations and branding. The solution also supports cost centre allocation, mileage calculations, expense limits and integration with accounting systems.

• Tailor Expense Forms To Your Process
  Configure forms around expense requirements, with options such as drop-down lists, default answers, rate calculations and company branding.
• Submit Receipts Digitally
  Attach uploaded receipts or receipt photos to expense forms, helping employees submit supporting documentation without relying on paper copies.
• Route Claims For Approval
  Process submitted expense forms through approval workflows, with visibility into responsibilities and document status.
• Allocate Costs To Cost Centres
  Assign expenses to one cost centre or distribute them across several cost centres to support organisational cost allocation.
• Apply Expense Limits And Guidelines
  Manage expense limits and internal guidelines in the system to support compliance with organisational requirements.
• Automate Expense Processing
  Support an automated expense process spanning claim submission, approval and reimbursement.
• Connect Expenses With Accounting Systems
  Integrate with accounting systems to connect expense management processes with existing finance software.
• Calculate Mileage Allowances
  Apply mileage allowance calculations with configurable limits that management can update.
• Calculate Totals And Convert Currencies
  Calculate expense totals and perform automatic currency conversions as part of expense processing.
• Flag Duplicate And Suspicious Claims
  Flag duplicate and suspicious claims, and provide communication tools to help resolve errors or queries.
• Report On Expense Activity
  Provide analytics and reporting for finance teams and leadership.
• Choose A Preferred Payment Method
  Allow employees to select their preferred payment method from the options made available by the organisation.
• Record Tips And Additional Attendees
  Include tips and other employees involved in a working lunch as part of the expense information.

Purchase-to-pay automation

DocTech designs tailored DocuWare workflows to connect the purchase-to-pay process, from digital purchase requisitions and approvals through purchase order creation, delivery recording, invoice matching and payment authorisation. Workflows reflect an organisation’s processes, approval rules and existing business systems, with transaction stages recorded for visibility. The solution can integrate with finance or ERP systems.

• Route Requests To The Right Approvers
  Apply organisational approval rules to route purchase requests to relevant managers, who can review, approve or reject them.
• Match Invoices Against Purchase Records
  Connect supplier invoices with the relevant purchase orders and delivery notes as part of the automated purchase-to-pay process.
• Capture Complete Purchase Requests
  Collect purchase request details in a tailored digital form, with required fields and select lists to help ensure information is complete before submission.
• Connect Purchasing With Finance Systems
  Integrate the workflow with existing finance or ERP systems and pass approved invoices to the finance system for payment.
• Track Every Transaction Stage
  Record transaction stages and approval decisions to provide finance and procurement teams with visibility into the process.
• Keep Approvals Moving
  Use reminders, escalations and substitutions to help prevent requests from being overlooked or delayed when an approver is unavailable.
• Create And Issue Purchase Orders
  Continue the controlled purchasing process by converting an approved requisition into a purchase order and issuing it to the supplier.
• Route Discrepancies For Review
  Send invoice discrepancies to the appropriate person for review instead of allowing them to proceed without examination.
• Record Deliveries Against Orders
  Record delivery information as goods or services are received so it can be considered alongside the related purchase order and invoice.

Email management

DocTech’s email management solution uses DocuWare with Outlook or Office 365 to organise emails and attachments. It can automatically file messages in a secure central document pool, add index data for search, and make email content available for digital workflows. Users can file and search documents from their email client, while visual status indicators help teams track which messages have been filed and actioned.

• File Emails And Attachments Automatically
  Automatically store emails and attachments from monitored folders in DocuWare, reducing manual filing and making content available for the next stage of a business process.
• Keep Email Content In One Secure Place
  Store emails and attachments in a centralised, secure document pool so authorised staff can access business information beyond the mailbox where it arrived.
• Find Indexed Emails And Attachments Quickly
  Index stored email content with required data, including names from address books or a CRM, to support searching and retrieval.
• Track Which Emails Have Been Actioned
  Use visual email indicators to see which messages have been filed and track progress on emails and attachments across teams, including where users do not have mailbox access.
• Start Digital Workflows From Email
  Use emails and attachments to initiate digital document workflows, moving business processes forward from information received by email.
• File And Search Without Leaving Your Inbox
  File emails and search the DocuWare document pool directly from Outlook or Office 365. Mark messages as filed while keeping them in the inbox when needed.
• Capture Data From Email Attachments
  Apply data capture to documents such as invoices once an attachment has been stored in DocuWare.
• Discard Unneeded Messages Automatically
  Configure the system to automatically discard duplicate and standard messages that do not need to be retained.