Smarter, Safer, Greener Document Workflows

A property management firm needed a way to quickly access rental and property files, both in-office and on the move. Employees accessed these files up to 15 times a day, and manual searching wasted valuable time. By implementing Zeendoc, document retrieval time was cut by 40–50%, saving each user up to 45 minutes per day. The mobile app also enabled field staff to capture and access documents instantly, improving efficiency during client appointments. Sensitive files like HR documents were secured with role-based access rights.

Key Outcomes:

40–50% time savings in document searches

Mobile access to all property files and claims documents

Secure role-based permissions for sensitive records

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A logistics company processing over 1,400 supplier invoices and 3,000 client invoices per year needed a way to reduce archiving costs and improve validation workflows. Zeendoc centralised all invoices into a single repository, introduced validation stamps to track approvals, and automated invoice submissions. This cut postal costs by 70% and gave management real-time visibility over invoice processing. It also streamlined fleet management by storing and sharing all vehicle-related documents.

Key Outcomes:

70% reduction in postal costs through digital invoicing

Automated invoice validation workflows with full traceability

Centralised access for finance, management, and auditors

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A large services provider needed to digitise over 150 linear metres of archives, including 700,000+ HR documents such as contracts, permits, and sick leave records. Physical space was at capacity, and GDPR compliance was a concern. With Zeendoc, the archives were digitised and secured, freeing up space for two offices and a large meeting room. HR teams now save around six hours daily across filing, searching, and sharing documents, while payslips are being rolled out digitally.

Key Outcomes:

700,000+ HR documents digitised securely

6 hours saved daily across HR teams

Freed up significant office space by replacing paper archives

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A construction group handling 1,000 supplier and 800 client invoices per month needed better automation and document flow across multiple sites. With Zeendoc, accounting entries were automated, saving nearly 5 hours per accountant per month. Payslips for 200 employees are now distributed digitally in one click, while contracts are shared electronically with built-in deadline alerts. Management gained remote access to all key documents, and auditors were given direct access, eliminating manual file sharing.

Key Outcomes:

Automated accounting entries saving 5 hours per month per accountant

200 employee payslips distributed digitally in one click

Reduced 10,000 printouts annually, aligning with CSR goals

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A busy marina authority, handling thousands of seasonal contracts, needed to digitise administrative workflows. Previously, contract approvals could take up to 10 days with physical transfers between offices. With Zeendoc, contracts are now sent and signed digitally within minutes, with automatic reminders for pending signatures. Secretarial staff save 1–2 hours daily, and the organisation has already digitised over 1,200 contracts (saving 12,000 sheets of paper). All supplier invoices are also linked automatically to the accounting system for faster payments.

Key Outcomes:

Digital contracts processed and signed within minutes

1–2 hours saved daily per staff member

12,000 sheets of paper saved through digital archiving

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