Keep versions, approvals and signatures in one place, and let the system fill in the paperwork
Contracts get built by editing an old file, approvals happen in email threads, and nobody is sure which version the client signed. We build document systems that create documents from your data and templates, send them for approval and e-signature, and file the signed copy against the right client or project. Documents that arrive from outside, such as invoices, orders or forms, are read by AI and the fields filled in for a person to check. Every step leaves a record of who changed, approved or signed what.
The situations where teams usually call us.
You copy names, prices and dates from your CRM into Word templates by hand, and mistakes still slip through.
Nobody can say for sure which version the client signed or who approved the last change.
Invoices, orders and forms arrive as PDFs, and someone retypes them into your system.
You collect documents from clients by email and chase the missing ones one by one.
Finding an old contract or the current policy means asking the one colleague who knows where it is.
The same system creates documents from templates and handles the ones that arrive from outside. This is the second path: an incoming invoice, order or form.
From the projects we’ve built in this area.
1 type
Projects that try to organise every file in the company tend to stall. Pick the document that costs the most time, such as supplier invoices, employment contracts or client onboarding forms, and build its whole path from arrival to archive. The second type goes much faster once the first one works.
If a contract is the same text with different names, dates and prices, a template filled from your CRM is cheaper, faster and never invents a clause. AI earns its place where the input is messy: reading incoming PDFs, comparing a counterparty’s edits with your standard terms, or summarising a long contract for the person approving it.
Reading a clean, typed invoice is easy. Scans, phone photos, handwriting and tables that run across pages are not. Before the build we run a sample of your real documents through the extraction and show you which fields come out right. You know up front how much will still need a person.
In a document system the hard design work is permissions, not storage: which client sees which folder, who approves above which amount, what happens to files when an employee leaves. Writing these rules down in the workshop saves rework later, and they’re exactly what you’ll need when someone asks who saw a document.
A shared drive with email, a ready-made document management system (DMS) or a custom build are each the right answer for someone. This is how they compare once approvals and signatures are involved.
| Shared drive and email | Off-the-shelf DMS | Custom system | |
|---|---|---|---|
| Version history | Partly | Yes | Yes |
| Approval routes that follow your rules | No | Partly | Yes |
| Documents filled from your CRM or ERP | No | Partly | Yes |
| AI reading of incoming documents | No | Partly | Yes |
| Ready to use | Today | In days | In 6+ weeks |
| Upfront cost | None | Low | Fixed build price |
| Ongoing cost | Low | Per user, monthly | Hosting and support |
A typical timeline. We confirm yours after the project workshop.
Week 1
Follow one documentIn the project workshop we trace one document type from creation or arrival to the archive with the people who handle it, and collect real samples. You get a fixed price before the build starts.
Weeks 2–5
Build in two-week stagesTemplates, approval routes, permissions and the first integration. You see a working demo every week.
Week 6
Pilot on live documentsOne team uses it for one document type. Real documents show what the samples missed, and we adjust.
Then
Add types and channelsMore document types, the client portal or AI reading. You own the code and accounts, and bug fixes are free for 3 months.
Systems we’ve built that are close to this one.
Workforce platform for temporary staffing, recruitment, compliance checks, and payroll administration
Read the case study
A construction project platform combining progress dashboards, assigned tasks, documents and team collaboration.
Read the case study
Tools for financial institutions to compare vendors, collect proposals, and record their decisions
Read the case studyUsually not. Files can stay where they are, and we add what’s missing: templates, approval routes, statuses and permissions. We replace the storage only when it is the actual problem, for example when you can’t safely give clients access to it.
On clean, typed documents most fields come out right. Scans, photos and unusual layouts are harder. We test on a sample of your real documents before the build, add checks against your data and send anything uncertain to a person. You decide which fields a person must always confirm.
Providers with an API, such as DocuSign, Dropbox Sign or Eversign. If some documents need a qualified electronic signature under eIDAS, we choose a provider that offers it. The signed file and the signature record are saved against the right client or project.
A single process, such as generating and signing one type of contract or reading supplier invoices into your accounting, typically costs €5–10k. A connected system with several document types, a client portal and integrations is usually €10–30k. We agree a fixed price after the project workshop, before any build starts.
Usually 6 weeks to 3 months, depending on how many document types, approval routes and systems are involved. You see a working demo every week, so templates and rules get checked against real documents early.
We agree where files and extracted data live: in your own cloud account, in the EU, or in the storage you already use. Access is limited by role and logged. When AI reads documents, we use providers with EU data hosting that don’t train on your data, or a self-hosted model if documents must not leave your systems.
You do. The code, repositories and accounts are yours from launch. The first 3 months of bug fixes are included, and after that you can choose monthly support or run it yourselves.
Yes. The system can answer questions such as “what is our notice period with this supplier?” and link to the passage it used, so the answer can be checked. It only searches documents the person asking is allowed to see.
Send us one or two typical documents and describe how they get approved. We’ll tell you what to automate first and roughly what it would cost.
JurajCEO, QikBuild
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