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.
Ja, die automatische Ablage lässt sich GoBD-konform einrichten: SharePoint bringt Unveränderbarkeit, Versionshistorie und Aufbewahrungsrichtlinien mit, die sich an den GoBD-Anforderungen ausrichten lassen. Wir richten die Ablage entsprechend ein und dokumentieren die Regeln nachvollziehbar. Die verbindliche Bewertung Ihrer Verfahrensdokumentation gehört zu Ihrem Steuerberater, wir liefern dafür die technische Grundlage.
Für die meisten Mittelständler reicht SharePoint als DMS völlig aus. Metadaten, Versionierung, Berechtigungen und Aufbewahrungsfristen sind bereits enthalten und mit Microsoft 365 oft schon bezahlt. Ein spezialisiertes DMS lohnt sich erst bei Anforderungen wie revisionssicherer Massenarchivierung, und das prüfen wir ehrlich in der Erstanalyse.
Gängige Dokumenttypen wie Rechnungen, Lieferscheine und Verträge erkennt Document AI nach kurzer Einrichtung sehr zuverlässig. Hundert Prozent verspricht Ihnen niemand seriös: Unklare Fälle landen deshalb in einem Prüfkorb, den ein Mitarbeiter mit wenigen Klicks abarbeitet. Die Trefferquote steigt im Betrieb, weil wir die Erkennung an Ihren echten Dokumenten nachschärfen.
Sie erhalten nach der kostenlosen Erstanalyse einen Festpreis für die erste Ablagestrecke, keinen offenen Stundenzettel. Der Aufwand hängt von der Zahl der Dokumenttypen und der gewünschten Struktur ab, deshalb nennen wir keine Pauschale ins Blaue. Als Beratung für den Mittelstand kann zudem eine BAFA-Förderung einen Teil der Kosten abdecken.
Der Altbestand wird nicht einfach mitgeschleppt, sondern klassifiziert und in die neue Struktur migriert. Document AI ordnet die vorhandenen Dateien von Fileserver und Desktops den Dokumenttypen zu, Dubletten werden markiert. Was sich nicht sicher zuordnen lässt, kommt in den Prüfkorb, damit nichts ungeprüft verloren geht.
