Document automation solutionsThe document processes we can automate for you
A library of document automation solutions for finance, HR, legal, healthcare, insurance, logistics, the public sector and more. Find your process, then talk to us about your documents.
Built by Dev Soft UK
Three products, configured to your process
Every solution on this page is built by Dev Soft UK with DocView Capture, DocView Web and DocView OmniRead. We configure the products to your documents and your process, and build what is missing where needed.
DocView Capture
Scans and imports documents, reads and sorts them, checks the data and delivers it to your systems.
DocView CaptureDocView Web
Stores and finds documents, and runs approvals, tasks, purchase orders, invoices, expenses and signatures.
DocView WebDocView OmniRead
DocView's own recognition engine for print, handwriting and barcodes, running on your servers.
DocView OmniRead
How we deliver a solution
Five steps from your documents to live work
Understand
We look at your documents, where they come from and what happens to them next.
Configure DocView
We set up document types, fields, checks, workflow and exports in the products.
Build what is missing
Where your process needs more, we build the rules, screens or connections.
Test on your samples
We run your own documents through it and tune it with you before going live.
Go live and support
We help your team start, and stay on hand for changes and support.
Finance
Finance and accounting
Invoices, statements, payments and year-end paperwork, read, checked and sent to your accounts.
- Invoice processing (PO and non-PO) - Read supplier invoices, match them to orders and route for approval
- Supplier statement reconciliation - Compare statement lines with posted invoices and chase missing copies
- Supplier onboarding and bank detail changes - New supplier checks and second-person approval of changed bank details
- Expense claims and receipts - Capture receipts, apply your policy and send claims for approval
- Corporate card and travel statement matching - Match card transactions to receipts and chase the missing ones
- Utility and recurring bills - Read energy, water and telecoms bills and compare with earlier periods
- Remittance advices and cash application - Match customer remittances and bank lines to open sales invoices
- Customer purchase orders to sales orders - Turn incoming orders into sales orders with price and stock checks
- Bank statements - Read transaction tables and check opening and closing balances
- Cheques and postal orders - Record payments with a second-person check and a banking list
- Financial statements and management accounts - Extract profit and loss and balance sheet figures for credit decisions
- VAT returns and HMRC correspondence - Pick out references, deadlines and amounts due, and create tasks
- Construction CIS statements and applications for payment - Capture subcontractor applications and deduction statements for checking
- Grant claims and funding evidence - Collect evidence for each claim and track what is still missing
- Multi-entity and intercompany invoices - Match invoices between group companies and flag them for elimination
- Fixed asset register evidence - Link purchase invoices and disposal certificates to asset records
- Budget requests and capital expenditure approval - Business case forms routed for approval by value
- Payment run approval - Review proposed payments with dual sign-off and fraud checks
- Credit control correspondence - Log disputes, promises to pay and payment plans against accounts
- Customer credit applications - Gather trade references and route credit limits for approval
- Insurance premium and renewal documents - Keep policy schedules on file and track renewal dates
- Audit evidence requests - Turn the auditor's request list into tracked evidence tasks
- Self-assessment tax return documents - Sort client P60s, P11Ds, dividend vouchers and interest statements
- Year-end client records for accountancy practices - Organise each client's bookkeeping documents by period
- Payroll change forms - Salary, bonus and deduction changes approved and exported to payroll
- Pension and benefits forms - Enrolment, opt-out and salary sacrifice forms captured and tracked
- Donations and Gift Aid declarations - Read donor declarations and prepare data for your Gift Aid claim
- Rental income and agent statements - Extract rent, fees and deductions from letting agent statements
Spend
Expenses, travel and spend
Receipts, mileage, cards and subscriptions, checked against your rules before anyone is paid.
- Expense management - Receipt capture, policy checks, approvals and export to payroll and accounts
- Mileage claims - Postcode distances and mileage rates you keep up to date
- Travel requests and pre-approval - Approve trips first, then link the booking and the expenses
- Cash advances and float reconciliation - Reconcile advances against the receipts handed back
- Petty cash vouchers - Read vouchers and keep petty cash records in balance
- Per diem and subsistence claims - Daily allowance claims checked against your own rules
- Client recharges and disbursements - Rebill expenses to the right client matter or project
- Purchase card reconciliation - Match purchase card lines to invoices and receipts
- Subscription and software spend - Track renewals, owners and cost centres for each subscription
Procurement
Procurement and supply chain
From the first request to the goods received, with supplier paperwork kept current.
- Purchase requisition to purchase order - Internal requests checked against budget and approved before ordering
- Delivery notes and goods received - Record goods received and flag discrepancies for three-way matching
- Supplier contracts and renewals - Key dates, renewal alerts and named owners for each supplier contract
- Quotes and tender responses - Put supplier quotes side by side for comparison
- Logistics and trade documents - Bills of lading, packing lists, certificates of origin and customs entries
- Supplier certificates and compliance - Insurance, quality and safety certificates with expiry reminders
- Supplier risk and due diligence questionnaires - Collect answers on ethics, security and financial standing
- Self-billing agreements and invoices - Keep agreements current and check invoices raised under them
- Purchase order acknowledgements - Compare supplier confirmations with your order and flag changes
- Freight and carrier invoice audit - Check carrier charges against agreed rates and spot duplicate shipments
- Import and export compliance records - Commodity codes, EORI numbers and licences kept with each shipment
- Stock count sheets and adjustments - Read handwritten count sheets and approve stock variances
- Asset disposal and WEEE certificates - File disposal and recycling certificates against each asset
- Carbon data from invoices - Pull energy, fuel and travel quantities from invoices for emissions reporting
Contracts
Contract and commercial management
Contracts found, read for their key terms, and never allowed to renew by accident.
- Contract lifecycle management - Request, review, approve, sign, store and renew contracts in one flow
- E-signature workflows - Send documents for signature inside an approval flow and file the signed copy
- Legacy contract import - Bulk-read existing contracts with a check queue for uncertain values
- Renewal and notice deadline tracker - Alerts before notice deadlines so contracts do not roll over unnoticed
- Supplier contracts and service levels - Track service levels and service credits against each contract
- Customer contracts and order forms - Link signed order forms to billing
- Leases - Terms, payments, break clauses and rent reviews for property and equipment
- Data processing agreements - Keep processing agreements and a register of sub-processors
- Contract amendments and variations - Link each change to its master and re-approve changed terms
- Licence and royalty agreements - Rates and reporting periods checked against royalty statements
- Framework and call-off contracts - Track call-off values against the framework ceiling
- Sales proposals and quote approval - Discounts approved by the right person before quotes go out
- Partner and reseller agreements - Partner agreements and deal registrations kept in one place
People
Human resources and payroll
From the first day to the leaver's file, with private papers seen only by the right people.
- Employee onboarding - Split new-starter documents, check each item and chase what is missing
- Right-to-work checks - Record identity documents, who checked them and any follow-up date
- Employee file digitisation - Back-scan personnel files indexed by employee and document type
- Payslips, P60 and P11D - Extract pay and benefit figures for payroll audits and references
- Absence records and fit notes - Capture dates and reasons with access limited to named staff
- Leavers - Resignations, exit checklists, P45s and returned equipment in one place
- CVs and job applications - Read skills, experience and contact details, with consent and retention noted
- DBS and professional registration tracking - Hold check details and remind you before registrations lapse
- Performance reviews and appraisals - Appraisal forms captured, signed off and chased when overdue
- Training records and certificates - Track mandatory training and certificates that are about to expire
- Disciplinary and grievance files - Restricted case files with a timeline and outcome letters
- Flexible working and change-of-terms requests - Log requests and track the response date for each
- Family leave evidence - Maternity, paternity and shared parental leave documents kept restricted
- Contractor onboarding and IR35 records - Contractor documents and status determination records on file
- Timesheets - Read paper and e-mailed timesheets, approve them and export to payroll
- Occupational health and accident records - Sensitive health and accident papers kept apart with limited access
- Visa and sponsorship documents - Keep sponsored workers' documents and expiry dates under watch
- Employee equipment agreements - Signed agreements for laptops, phones and other company equipment
Legal
Legal, risk and compliance
Matters, deadlines, registers and requests, with a record of who did what and when.
- Legal matter intake and correspondence filing - Classify post and e-mail, find matter numbers and file to the matter
- Contract review and obligations - Pull out parties, dates, renewal terms and risky clauses for legal review
- NDAs - Fast route for standard NDAs and review for anything non-standard
- Court and tribunal documents - Claim numbers and hearing dates turned into calendar tasks
- Conveyancing files - Title documents, searches, identity and completion statements per transaction
- Wills and deeds register - Secure register of stored originals with a retrieval request process
- Subject access requests - Verify identity, track the deadline, redact and release the response
- Litigation disclosure preparation - Read, de-duplicate and classify documents, with a privilege review queue
- Powers of attorney - Track lasting power of attorney documents through registration
- Probate and estate administration - Gather death certificates, valuations and estate papers per case
- Personal injury claim files - Medical records, loss of earnings and receipts organised per claim
- Immigration case bundles - Assemble supporting documents into an ordered bundle for each case
- Board minutes and statutory registers - Minutes, resolutions and company registers filed and searchable
- Regulatory correspondence - Letters from regulators logged with an owner and a reply date
- Policy acknowledgements - Send policies to staff and record who has read and accepted them
- Data breach incident log - Evidence and decisions recorded, with the reporting deadline tracked
- Whistleblowing reports - Confidential intake and case handling restricted to named people
- Gifts and hospitality register - Declarations captured and reviewed for anti-bribery purposes
- Conflict of interest declarations - Collect declarations from staff and route them for review
- Trade mark and IP documents - Keep registration papers and renewal deadlines in one register
Financial services
Banking, wealth and lending
Onboarding, applications and customer requests, with every check recorded.
- KYC and AML onboarding - ID, proof of address and company papers checked and approved
- Mortgage and loan applications - Sort payslips, statements and ID, and extract affordability data
- Proof of address - Read utility bills and statements and check the document date
- Company documents - Certificates of incorporation, articles and confirmation statements on file
- Business account opening - Company documents and beneficial owner details gathered for review
- Direct Debit mandates and standing orders - Read mandate forms and check sort codes and account numbers
- Bereavement notifications - Death certificates and probate papers logged and routed to the right team
- Wealth management client onboarding - Fact-finds, risk profiles and transfer forms collected per client
- Pension transfer requests - Transfer forms and supporting papers checked and tracked
- Asset finance applications - Supplier invoices and delivery acceptance certificates with each application
- Letters of credit document checking - Compare trade documents against the credit terms and list discrepancies
- Fraud and chargeback disputes - Gather the evidence for each disputed transaction
Claims and underwriting
Insurance
Claims, proposals and evidence brought together under one reference.
- Claims notification and claim documents - Claim forms, photos, estimates and reports linked to one claim
- Policy applications and proposal forms - Read handwritten and printed proposal forms into clean data
- Broker submissions and bordereaux - Capture broker submissions and the schedules that come with them
- Medical reports for claims - Sensitive medical evidence handled with restricted access
- Motor claims - Estimates, engineer reports and invoices, including the total-loss route
- Property claims - Contractor quotes and loss adjuster reports gathered per claim
- Travel insurance claims - Receipts, medical bills and booking confirmations checked per claim
- Life and protection underwriting evidence - Medical evidence and underwriting questionnaires read and routed
- Subrogation and recoveries - Track recovery correspondence against the original claim
- Complaints and ombudsman cases - Complaint cases with ombudsman deadlines tracked
Health
Healthcare and care
Patient paperwork filed to the right record, with access kept tight.
- Patient referral letters - Read NHS number, referrer and urgency, then queue for triage
- Patient record digitisation - Back-scan paper patient records and index them by NHS number
- Clinic letters and discharge summaries - File letters to the right patient record with key details read
- Prescriptions and consent forms - Capture forms and check that a signature is present
- Care home admissions and care plans - Admission forms and care plans kept together per resident
- Dental and optometry forms - Patient forms and NHS claim forms read and checked
- Pharmacy prescriptions and delivery records - Prescription paperwork and signed delivery records filed per patient
- Clinical trial documents - Consent forms, case report forms and site files organised per study
- Healthcare supplier invoices - Supplier invoices for health organisations, read and routed for approval
- Lab results filing - Match results to the right patient and route abnormal flags
Public services
Public sector and charity
Applications, appeals and requests handled against their deadlines.
- Council tax and housing benefit evidence - Supporting evidence read, indexed and matched to the claim
- Planning applications and building control - Plans and forms indexed by application reference
- Freedom of Information requests - Track the response deadline, redact and approve before release
- Licensing applications - Taxi, alcohol and HMO applications with evidence checklists and expiry dates
- Blue Badge and concessionary applications - Application forms and evidence checked against your criteria
- Parking penalty challenges and appeals - Appeals and evidence matched to the penalty notice
- Social care assessments and referrals - Restricted referral and assessment records for care teams
- Electoral registration forms - Read handwritten registration forms and tick boxes
- School admissions appeals - Appeal forms and evidence organised for each hearing
- Grant applications and monitoring returns - Funders capture applications and track monitoring reports
- Charity beneficiary applications - Applications and supporting evidence assessed in one place
- Procurement tender evaluation - Scores, clarifications and award decisions recorded per tender
Property
Property, construction and facilities
Tenancies, certificates, project paperwork and job sheets, with dates that cannot be missed.
- Lettings and tenancy files - Tenancy agreements, references, right-to-rent and deposit papers together
- Property compliance certificates - Gas, electrical, energy and fire certificates with renewal reminders
- Service charge invoices and leasehold information - Read service charge invoices and assemble leasehold sale details
- Construction project documents - Drawings register, RFIs, variations and payment notices with dates tracked
- Subcontractor pre-qualification and insurances - Pre-qualification answers and insurance certificates kept current
- Health and safety file handover - Collect O&M manuals and safety files at project handover
- Facilities maintenance job sheets - Read job sheets, confirm sign-off and pass them for invoicing
- Estate agency sales files - Memorandum of sale, buyer and seller checks and offer acceptance
- Property inspections and inventories - Compare check-in and check-out reports for deposit disputes
- Meter readings and energy invoices - Readings and energy bills across a whole property portfolio
Schools and colleges
Education
Student, parent and staff paperwork, with safeguarding records kept apart.
- Student admissions and enrolment - Admission forms and supporting documents per student
- Exam and assessment forms - Read answer sheets with tick boxes and capture marks
- Safeguarding and consent forms - Restricted forms visible only to named staff
- Student finance and bursary applications - Applications and income evidence checked before award
- Coursework submission and moderation records - Submissions and moderation notes recorded for each course
- Safer recruitment checks - Pre-employment checks for school and college staff on file
- School trip consent and medical forms - Parent consent and medical details captured before each trip
- Academic transcripts and certificates - Verify transcripts and certificates presented by applicants
Transport
Logistics, transport and fleet
Delivery proof, vehicle paperwork and the documents of the road, captured as they come back.
- Proof of delivery - Check each POD is signed and flag damage or shortage
- Vehicle documents - V5C, MOT, insurance and service records with expiry dates
- Driver documents and tachograph records - Licences and tachograph records filed per driver
- Fleet fines and penalty charge notices - Match fines to vehicle, driver and date, then reassign
- Vehicle defect reports and walkaround checks - Read daily check sheets and send defects for repair
- Field service job cards - Engineer job cards read, with the customer's signature checked
- Warehouse receiving discrepancies - Record damaged or short deliveries and start carrier claims
- Dangerous goods notes - Capture dangerous goods notes and shipping declarations for checking
Products and quality
Retail, hospitality and manufacturing
Quality, safety and customer paperwork tied to the right batch, product or claim.
- Warranty and returns claims - Receipts, serial numbers and photos checked per claim
- Quality certificates - Certificates of conformity and analysis matched to batches
- Health and safety forms - Accident reports and risk assessments with reportable incidents flagged
- Product specifications and technical files - Supplier specifications kept current and linked to products
- Batch records and certificates of analysis - Batch documents reviewed before quality release
- Non-conformance and corrective action reports - Log issues, actions and close-out evidence
- Food safety and HACCP records - Temperature logs and supplier approvals read and filed
- Hotel folios and group booking invoices - Read folio lines and group invoices for checking
- Franchise reporting returns - Royalty and sales figures from franchisees captured and checked
- Loyalty and competition entry forms - Entries read with consent choices recorded
Customer operations
Customer service and mailroom
Every letter, form and e-mail sorted and sent to the team that acts on it.
- Digital mailroom - Classify incoming post and e-mail and route it to teams
- Complaints handling - Read complaint details, send acknowledgements and track deadlines
- Customer correspondence and change requests - Address changes, mandates and cancellations routed for action
- Application forms - Paper forms with handwriting and tick boxes read and checked
- Account opening and sign-up forms - Paper and PDF sign-up forms turned into data for new accounts
- Identity re-verification requests - Collect fresh identity documents when a customer must be checked again
- Returns and refund requests - Check receipts and order numbers and approve refunds within limits
- Product registration and warranty cards - Read registration cards into your customer records
- Customer feedback forms and surveys - Read survey tick boxes and handwritten comments
- Service cancellation and retention requests - Route cancellation letters to your retention team
- Change of name or ownership requests - Deed polls and marriage certificates checked before records change
Records
Scanning bureaus and records management
Box-based scanning work, from collection to the certificate of destruction.
- Back-file conversion projects - Boxes scanned and indexed to each client's specification, with sampling
- Scan-on-demand requests - Retrieve a stored box, scan the file and deliver it
- Records retention and destruction - Retention schedules, customer authorisation and destruction certificates
IT
IT, security and operations
Access, licence and change paperwork approved and kept ready for audit.
- IT access requests and joiner, mover and leaver forms - Approve access changes and pass them to your service desk
- Software licence entitlements and audits - Keep licence proofs ready for a vendor audit
- Vendor security assessments - Supplier security questionnaires and certificate expiry dates tracked
- Change requests and CAB approvals - Change requests recorded and approved by your change board
- Data destruction certificates - Certificates for wiped or destroyed equipment filed by asset
Building blocks
General processes for any document
Simple building blocks for documents that do not fit a category above.
- A process built from scratch - Your own document process, designed with you from a blank start
- Simple document archiving - Classify, index and file documents to your archive
- Approval workflow for any document - Route any document to the approvers you choose
- General form processing - Design a form and capture paper, PDF and online submissions
- E-mail to case - Turn any inbox into cases with attachments sorted
Packages
Industry packages we deliver
Several of the solutions above, planned and delivered together for one kind of organisation.
- Accountancy practice package - Client AML, year-end records, tax return documents and engagement letters
- Law firm package - Matter intake, correspondence filing, contracts, SARs and client AML
- Scanning bureau package - Back-file conversion, scan on demand, mailroom service and retention
- SME finance package - Invoices, expenses, statements, supplier onboarding and payment approval
- HR department package - Onboarding, right to work, employee files, leavers and training
- Property management package - Tenancy files, certificates, service charges and maintenance job sheets
- Construction package - Subcontractor payments, applications, pre-qualification, variations and safety files
- Healthcare practice package - Referrals, clinic letters, record digitisation and supplier invoices
- Insurance claims package - Claims notification, motor, property and complaints
- Public sector package - FOI, subject access, licensing, planning and tender evaluation
- Charity package - Donations, Gift Aid, grants, beneficiary applications and expenses
- Logistics package - Bills of lading, packing lists, delivery proof, carrier invoices and customs
Questions
Document automation solution questions
Is this an off-the-shelf product?
No. Each solution is DocView Capture, DocView Web and DocView OmniRead, configured by Dev Soft UK for your documents and process and, where needed, extended with work we build. Some building blocks exist today, such as ready-made setups for invoices, bank statements, mailroom, insurance claims and payroll documents; the rest we configure or build for you.
What if my process is not listed?
Tell us about it. The list shows common processes, not the limit. If your documents arrive on paper, by e-mail or as files and need to be read, checked, approved or filed, we can usually design a solution for them.
Which products does a solution use?
DocView Capture scans, reads, checks and exports documents. DocView Web stores them and runs approvals and tasks. DocView OmniRead is the recognition engine. Each solution uses only the products it needs.
Where does it run?
Hosted by us on Azure, AWS, Google Cloud or another provider of your choice, or on your own servers or cloud.
How is a solution priced?
The DocView Capture software licence starts from $250 a month, with hosting by Dev Soft UK quoted separately. DocView Web is priced on request. Configuration and any build work are quoted once we have seen your documents and process.
Tell us about your documents
Describe your process and send a few samples, and we will show you how DocView could handle it.