Automated document management recognises every incoming document via Document AI, classifies it, adds metadata and files it in the right structure, usually in SharePoint. NordFlux builds this filing pipeline in your environment and monitors deadlines, versions and retention automatically in the process.
Contracts sit in the email inbox, delivery notes on the desktop, records in three different folders. Whoever needs a document ends up asking the colleague who had it last.
Five typical pipelines from our projects in mid-sized companies. Each of them runs without manual intervention once it is set up.
A mailbox such as inbox@ is monitored continuously. Document AI recognises whether an attachment is a delivery note, invoice or order confirmation, reads out the supplier, date and order number and files the document in the right SharePoint folder. Unclear cases land in a review basket instead of nowhere.
Savings 3–5 h per weekContracts are recognised and filed with term, notice period and contracting party as metadata. Well before the cut-off date, a reminder goes to the responsible person, not only once the contract has already renewed.
Impact no missed notice periodCalibration certificates, training records and supplier certificates are filed centrally and monitored for their expiry date. At the next audit, you pull the proofs from a list instead of spending days gathering them.
Impact audit preparation in hours instead of daysMeeting minutes, inspection reports and maintenance documentation automatically receive a consistent naming scheme and the matching metadata. SharePoint handles the versioning: one valid version, with older states remaining traceable.
Impact one valid version per documentExisting folder structures on the file server and desktops are classified via Document AI, duplicates are flagged and the documents are migrated into the new structure. You do not start with an empty system, but with a searchable archive.
Impact a searchable archive instead of folder chaosA DMS for a mid-sized company rarely needs new software. We combine your Microsoft environment with Document AI and align the filing with the GoBD requirements: traceable, unalterable, with clean retention periods. The binding assessment remains the responsibility of your tax advisor.
Metadata, versioning, permissions and retention policies cover the DMS requirements of most mid-sized companies. You have often already paid for the licence with Microsoft 365, it simply goes unused.
WorkflowsWithin the Microsoft world, Power Automate handles the transport: monitor the mailbox, set metadata, file the document, send reminders for deadlines. Everything stays in your Microsoft tenant.
Document AIWhen AI classification, text recognition or systems outside Microsoft 365 come into play, we use n8n, self-hosted on German servers if you wish. That way, document recognition also stays under your control.
From the analysis to the running filing pipeline in 30 days, at the fixed price agreed in advance.
In 60 minutes we clarify which document types occur at your company, where they are stored today and which pipeline has the greatest leverage.
We define the filing structure, metadata and retention rules and you receive a fixed-price offer, not an open-ended timesheet.
We build the filing pipeline in your environment and test it with your real contracts, delivery notes and records, not with sample data.
You receive documentation and training, unclear documents run into a review basket instead of into the system. You stay in control.
Once the documents are filed cleanly, the next step is often an internal AI knowledge assistant that answers questions like „What does the maintenance contract with company X say?“ directly from your archive. If you care less about filing and more about answers, start there.
In the free initial analysis we look at your current filing for 60 minutes and tell you honestly what can be automated and what cannot. No obligation and no sales pressure.
Yes, the automatic filing can be set up to be GoBD-compliant: SharePoint provides immutability, version history and retention policies that can be aligned with GoBD requirements. We set up the filing accordingly and document the rules in a traceable way. The binding assessment of your procedural documentation is the responsibility of your tax advisor; we provide the technical foundation for it.
For most mid-sized companies, SharePoint is entirely sufficient as a DMS. Metadata, versioning, permissions and retention periods are already included and often already paid for with Microsoft 365. A specialized DMS only becomes worthwhile for requirements such as audit-proof mass archiving, and we assess that honestly in the initial analysis.
Common document types such as invoices, delivery notes and contracts are recognized very reliably by Document AI after a short setup. No serious provider will promise you one hundred percent: unclear cases therefore land in a review basket that an employee can process with a few clicks. The hit rate increases in operation because we fine-tune the recognition on your real documents.
After the free initial analysis, you receive a fixed price for the first filing pipeline, not an open-ended timesheet. The effort depends on the number of document types and the desired structure, so we won't quote a flat rate out of the blue. As consulting for SMEs, a BAFA grant can also cover part of the costs.
The existing stock isn't simply carried over, but classified and migrated into the new structure. Document AI assigns the existing files from file servers and desktops to the document types, and duplicates are flagged. Anything that cannot be assigned with confidence goes into the review basket, so nothing gets lost without being checked.
