As a small business owner, you know how tough it is to keep all those business documents organized. But with the right document management system, you can stop worrying about misplaced files and wasted time. 

A cloud-based software like vcita lets you store documents, share them, and control versions in real time, allowing you and your team to collaborate smoothly and access the business documents you need, no matter where you are. 

Learn how to make your business more efficient with document management solutions designed for small businesses. 

The paper chase: why document management is a pain point for small businesses

Small business owners can easily feel like they live and breathe documents – invoices, contracts, memos, and more can threaten to bury you. Organizing all that paperwork can feel like a never-ending chase, bringing serious drawbacks that can hold your business back from growth. 

Disorganized chaos

Without a centralized document management system, files end up scattered across your computer, email, file cabinets, and cloud storage like Google Drive. Finding what you need takes time, and version control is non-existent, so there’s a real risk that vital items disappear

Duplication and inefficiency

How often do you find yourself with multiple versions of the same document? Or wasting time recreating a file you know you have but just can’t locate? The time you spend tracking down documents or rewriting something from scratch could be better spent on activities that drive revenue. 

Security risks

When business documents aren’t properly stored and shared, confidential information can easily end up in the wrong hands. You might not even know about a serious security breach, because you didn’t remember that the document existed. 

The good news is, specialized software for small businesses like vcita offer robust document management solutions.

How a document management system can help your small business

A document management system (DMS) is software that lets you organize, store and share all your business documents in one central location. With a DMS like vcita, you can stop wasting time searching for files and focus on growing your business, thanks to features like:

  • A centralized cloud-based repository 
  • File sharing tools 
  • Version control 
  • Automated workflows 
  • Mobile apps

Here are some of the benefits you’ll enjoy when you implement DMS for your small business.

  • Eliminate clutter and stay organized

Do you have files saved on your desktop, in email, on USB drives and in cloud storage like Google Drive? A DMS consolidates all your business documents in one place so you can find what you need in seconds. vcita even uses smart tags and folders to keep everything organized, so every vital file is at your fingertips. 

  • Maintain version control

Have you ever lost track of the latest version of an important document? A DMS automatically saves new versions of files so you always have an up-to-date copy. You can also compare versions side by side and rollback to previous ones if needed.

  • Improve collaboration

vcita makes it easy to share documents with clients and coworkers in real time. Set permissions to control who can access and edit files to maintain security, and use the built-in messaging allows for quick communication and helps avoid confusion.

  • Streamline business processes

A DMS integrates with other software for small businesses to automate time-consuming tasks like invoicing, contracts and employee onboarding. vcita provides an all-in-one solution to simplify your daily workflows.

Key features to look for in document management software

Every small business deals with a constant flow of documents like invoices, contracts, and reports. Rather than drowning in paperwork, you need a dedicated solution that helps streamline how you create, access, and share business documents. A good document management system has several key features:

Store and organize files in the cloud

Choose a cloud-based system so you can access your files anytime, anywhere. It should allow you to create folders and subfolders to logically organize your documents. Look for features like search to quickly find what you need.

Share documents and enable collaboration 

The ability to share files with your team members and external partners is essential. Look for software that allows you to adjust permissions to share files with specific people, so that you can control who can edit, comment, and share information. 

Improve communication 

Comments, tasks, and notifications help keep everyone engaged, and built-in video conferencing also makes it simple to connect face to face when needed. Look for software with the ability to comment on documents in real time, so that everyone stays on the same page. 

Version control and audit trail

For important legal and financial documents, you need the ability to track changes and maintain version control. The software should automatically save versions of files each time you make changes. It should also log actions like who uploaded, accessed, modified or deleted a file.

Integrations and automation

The best document management solutions integrate with the other software you use like your accounting, CRM or project management tools, and automate workflows by setting up rules to automatically file or share documents. vcita automates repetitive tasks like invoicing, contracts, and email marketing to reduce the time spent on administrative work and free you up to focus on growing your business.

Storing, sharing and controlling access to your business documents

Instead of rummaging through folders on your computer or stacks of paper, a document management system gives you a central place to store documents. You can access documents from anywhere since many systems are cloud based. This makes it easy to share documents with staff and collaborators.

Some popular low-cost options for small businesses include Google Drive, Dropbox, and Box. They offer basic file management and collaboration tools to help you get started. However, as your business grows, you may need a more robust document management solution.

Software for small businesses like vcita provides an integrated document management system along with other useful features like project management, CRM, billing and invoicing. With vcita, you can set permissions to control who can access certain business documents. You’ll have a complete audit trail showing who opened or edited a file and when. This level of security and accountability is important for any small business.

Cloud-based document management systems can save you from paper overflow

Using a centralized document management software will save you time searching for the latest versions of files and ensure you have backups of all your important business documents. It helps streamline processes by automating workflows and gives you more real-time visibility into how your team is managing information. Say goodbye to the headaches of disorganized file and document management, and take control of your documents. You’ll gain back wasted time, reduce duplication, strengthen security, and ultimately be able to focus on growing your business.