Electronic Document Managment System
Process automation without chaos
Binders containing paper copies of contracts, documents, and letters scattered across various locations on hard drives, and expense approvals sitting in email inboxes for weeks on end, represent a real cost for every business. Implementing an Electronic Document Managment System system permanently eliminates these bottlenecks by automating and organizing documentation from the administrative office, through the functional departments, all the way to finance and management. The transition to a digital work model allows you to regain full operational control and reduce process processing times across the entire company by at least 40%.
A modern electronic document management system isn’t just an eco-friendly, paperless office—it’s, above all, legal certainty and real-time cost control. Thanks to the integration with the FK/ERP system, you gain a single, secure source of truth: your employees and managers can instantly verify the status of cases, approve documents, and view employee e-files from any device. This ensures process integrity, reduces human error, and safeguards your organization’s data confidentiality.
How does electronic workflow work?
A modern system is the operational heart of a company, organizing and automating the flow of information between all departments. It enables you to maintain consistent control over invoices, contracts, purchase requests, and correspondence.
The key components of the system are:
- Automatic retrieval and digitization: retrieving e-invoices directly from KSeF and reading scans and PDF files using OCR. Contracts and letters are organized into records that can be accessed at any time.
- Digital approval workflow: precise approval paths for invoices, commercial contracts, and purchase requests. Documents are routed exclusively to the appropriate managers and executive management, eliminating email chaos and ensuring that only contracted and verified expenses are paid.
- “Need-to-know” confidentiality: secure access management. Employees have access only to the documents and data they need to do their jobs.
- Synchronization with Accounting Software/ERP: Data exchange with your accounting software or ERP system. Information is transferred without the need for manual data entry.
- 24/7 Process Analytics and Monitoring: Real-time overview of case status and approval history. You can see exactly who has the document and why the process has stalled.
Electronic Document Management System with Hakon Software
We provide technology that is recognized as the industry standard, but our greatest strength lies in how we tailor it to your organization
Process Analysis and Custom Implementation
We don’t follow a one-size-fits-all approach. Before configuration, we thoroughly analyze the flow of information within your company. We design and implement system so that it perfectly mirrors your organizational structure, eliminates bottlenecks, and genuinely lightens your team’s workload.
Certified Engineers and Data Security
You gain the partnership of a team of qualified engineers with Expert and Specialist certifications. We ensure security standards by precisely configuring access permissions (“Need to know”).
Engineering Support and Dedicated API Integrations
We don’t leave you on your own once the system is up and running. We provide ongoing technical and subject-matter support. Thanks to our in-depth knowledge of the system, we perform standard synchronizations and also create custom connections to your ERP via API.
Do you want to safely implement an electronic document management system in your company?
The benefits of implementing a system in your Company
The transition to digital document management translates into measurable operational gains and real-time cost control.
The key components of the system are:
- Processes are at least 40% faster: approval workflows for contracts, requests, and expenses ensure that documents reach decision-makers immediately. Your team can approve tasks with a single click from their phone, eliminating bottlenecks and email chaos.
- Full control and decision history: You gain a complete, tamper-proof history of changes and substantive approvals for each document. Management and auditors can quickly verify who made a key decision, when it was made, and on what basis.
- Sustained Cost Reduction (Paperless): The transition to a digital work model allows for a sustained reduction in expenses related to paper, printing, courier services, and the physical space needed to store hundreds of binders.
- Accuracy and error elimination: a complete data audit trail, intelligent invoice OCR, and data exchange between systems reduce the risk of paying for unauthorized expenses.
- 24/7 access to company processes: The cloud-based solution provides the Board of Directors with access to complete documentation and case statuses from any device and anywhere in the world, supporting effective hybrid work.
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Why Hakon?
Are you looking for solutions tailored to your business?
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