What is automated document collection?

Document collection is all about using digital tools to help manage client documents. These solutions are designed to streamline the collection of supporting documents, reduce handling errors, keep your data safe and compliant, and improve your overall productivity.

Around the office, we all want to get more done, in less time.

Wasting time trying to find, share and secure important documents as they fly around between you, your staff and clients is the last thing you need.

Not to mention there’s the risk of a sensitive document accidentally ending up in the wrong hands. You’ll have heard about file sharing solutions like Dropbox and Google Drive.

But modern file sharing tools have evolved beyond what these common solutions offer, with more sophisticated, secure features for businesses who want to protect their brand and credibility, as well as gain more day-to-day efficiencies.

In this page we cover all you need to know about automated document collection tools, and what to look for to suit your specific needs.

Common tools for document collection

There are many different tools out there, some that you’d recognize more than others, but the one you choose should depend on your business’s unique needs.

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Dropbox Logo

Dropbox allows you to share documents with colleagues and clients online. Rather than emailing documents around a group, documents get uploaded to a Dropbox folder and can be downloaded again by whoever has been given access to the folder.

Citrix Logo

ShareFile is a secure content collaboration, file sharing and sync solution. It supports document-centric tasks and workflow needs and offers client portals for sharing documents.

Docusign Logo2

Docusign pioneered the development of e-signature technology that helped digitize the entire agreement process. Signing a contract or agreement can be a key part of the process. Docusign helps you prepare agreements to sign, then get them signed on almost any device.

Adobe Logo-1

Adobe Send & Track is an Adobe Document Cloud service that lets you send files as links, track the files that you send to specific people, and get confirmation receipts when others view your file. You can use it to track what you've sent, rather than relying on your email as a storage system.

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A new generation of document collection systems is now available which combines elements these other applications
with intuitive powerful features that take document collection to the next level.

 Need to collect digital signatures from multiple parties or monitor where a document is in the review process?
Would you find it useful to send automated reminders to chase documents so you can get feedback on time?

Yeah – this generation of document collection does all of that.

We know from our customers that document collection systems boost business productivity by an average of 35% through streamlining the document management process.  It can save their clients up to two hours per request as well.

Here are the key benefits of a document collection system:

✓ Reduce costs
✓ Reduce errors and improve accuracy
✓ Give better visibility over processes
✓ Enable faster turnaround
✓ Standardise processes across the business
✓ Give a better user experience for staff and clients
✓ Keep data safe and the business compliant

FileInvite-Explained

A great document collection system will...

Reduce inbox clutter

Automated document collection is one of the easiest ways to reduce a cluttered inbox since it avoids the drip feed of multiple emails with different attachments and hours of sifting through to see if you need to chase for a missing document or request an update. Using a tool like FileInvite means email attachments are stored into a separate file, which means no more hunting for missing attachments.

 

Improve file structure and organisation

A significant amount of an employee’s time can be wasted hunting for documents that have been poorly labelled or misfiled.

Document collection systems ensure files get saved the right way, each and every time. They can bulk rename PDF files and even convert other files into PDFs - for example, a photo - and then rename and save according to an agreed set of rules.

Manage lots of requests for documents

If your business depends on clients sending you documents, for example to support loan applications, you’ll know how frustrating it can be to make sure everything gets sent in on time, in the right format. Document collection systems make these processes easier, by providing clear instructions and timely reminders about what needs to be provided, and when.

 

Improve workflows for approving client documents

A significant amount of an employee’s time can be wasted hunting for documents that have been poorly labelled or misfiled.

Document collection systems automate the process for you, which keeps things moving along smoothly, while also allowing you to see at a glance if anything’s falling behind. That means documents get signed faster, and more time is freed up to chase new client leads.

Specific use cases in your business

 

Document collection helps everyone in your business. Shifting to a document collection system is worth considering whether you’re in charge of managing the documents, you’re trying to make more sales, or you’re ultimately answerable for all the work that gets done by your team.

 

Just check out how these everyday roles are impacted by document collection:

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Admin typing

How document collection helps: Admins 

Managing documents from end-to-end can be hard work for an administrator – especially when there are lots of people involved in drafting, reviewing and getting them signed off. If you’re working with paper copies, you get the thrilling job of scanning, printing and deciphering handwritten scribbles.  If corrections get overlooked, or someone doesn’t have their say in time, that can be a nightmare. Paperless onboarding just feels like a pipe dream. 

Document collection systems allow you to set up a review process from the start and specify who needs to provide or review a document and when. You don’t need to make notes to yourself to remind people to do tasks by certain dates - the system takes care of that for you.

That means you know exactly where things are at in the process whenever you’re asked, and you can be sure that things are done on schedule, without needing to do any chasing yourself.

How document collection helps: Salespeople

Managing documents from end-to-end can be hard work – especially when there are lots of people involved in drafting, reviewing and getting them signed off. If you’re working with paper copies, you get the thrilling job of scanning, printing and deciphering handwritten scribbles. If corrections get overlooked, or someone doesn’t have their say in time, that can be a major problem.

Document collection systems allow sales professionals to set up a review process from the start and specify who needs to provide or review a document and when. You don’t need to make notes to yourself to remind people to do tasks by certain dates - the system takes care of that for you.

That means you know exactly where things are at in the process whenever you’re asked, and you can be sure that things are done on schedule, without needing to do any chasing yourself.

Salesman pointing at image.
Business owners watch

How document collection helps: Business owners

You might not be in charge of chasing documents yourself, but you do need to know your staff are spending their time on things that will move your business forward, rather than getting bogged down with basic admin.

As well as the time saved and the hassle avoided, a document collection system reduces the chance for errors to creep in due to poor version control. Because documents are stored in one place and updated with changes in real time, there is no chance of people commenting on old versions, having email attachments go missing, or private data being sent to the wrong person.

That’s particularly important if you’re a business owner, since there are major consequences if your business doesn’t comply with regulations like the GDPR. Automating processes like document collection removes the chance for human error.

Find out how an automated document collection system like FileInvite could help your business.


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