Construction Document Management Software
Stay organized, save time, prevent delays, and reduce paper waste using a centralized construction document management system.
Cut down on time spent filing and searching for documents.
Improve collaboration between departments with easy-to-use electronic document approval processes.
Organize, collaborate, and share documents with immediate access from anywhere, at any time.
- Attach documents to AP invoices, purchase order equipment jobs time entry, work order and more.
- Stay secure and create roles/profiles with defined document access permissions.
- A great place for document storage such as purchase orders, invoices, equipment information, and pictures.
- Easily store & share documents such as drawings, videos, emails, RFIs, and submittals.
- Save and manage Microsoft Word and Excel documents in Jonas.
- Reduce paper and free up physical space.
- Save admin time with documents neatly stored and indexed.
WHAT OUR CLIENTS SAY:
Prior to implementing Jonas, we were literally spending tens of thousands of dollars a month on couriers to send and receive our invoices. Now, we don’t spend anything on couriers anymore. Since implementing Jonas, we are now able to scan, process, and approve invoices within 2 days, which used to take us about 2 weeks without Jonas.
Document Management Functionality
Complete Document Management System
Organize documents the way you want and find them when you need them.
- Heavy lifting is done for you: Job/service invoices, service contracts, service WO tickets, POs, and other documents are stored automatically behind the scenes.
- Upload any file or folder, in any format.
- View all documents linked to a job or work order.
- Easily find the documents with advanced search filters.
- Email documents right from Jonas.
Transparent Document Organization
Organize blueprints, drawings, permits, contracts, and other documents clearly and logically.
- Customize your digital filing cabinet and add your own document categories, types, and attributes.
- Make documents instantly searchable by setting up your document attributes.
- Create custom reports for various types of documents and filter your information by customer, type, and attributes.
Full integration into AP
Easily manage your AP invoices in the centralized system as they get distributed to your jobs, work orders, equipment, and G/L.
- Documents are saved automatically in a specific AP sub-ledger.
- Easily search and retrieve invoices.
- Invoices and summary sheets sent from the field are stored automatically.
Multi-Level Approvals
Make work easier with flexible approval processes for your documents.
- Improve efficiency: Electronically send documents to the appropriate people for approval.
- Stay in control: Receive all documents requiring your approval into a designated inbox.
- Organize documents into separate folders by their approval status and see which ones are approved, pending, or denied.
- Insert electronic signatures on approved documents.
Secure Access Permissions
With user access settings, you can assign permissions to create, view, edit, delete or restore documents.
- Specify who can view particular categories and types of documents, for example, restricting access to payroll documents.
- Create user roles, such as admin, document admin, project manager, service manager, with restricted job access, or no access.
- Define which users can email or export your documentation.
- Determine document access for different stages of the approval process.
Simplify Document Management with Jonas Cloud
When documents go digital, nothing gets lost. Now you can have full visibility and access to documents at any time, no matter where you are located – at home, in the office, or traveling. With Jonas Cloud, you have a reliable and secure way to create, edit, store, locate, and collaborate on documents anywhere using any device. Make it easy to find the right document at the right time in the office or in the field!
Client Case Study
With the main objective of improving organizational effectiveness and streamlining business processes, Robert B. Somerville determined that they would require a new software system.
- Enhanced project document management.
- Streamlined invoice processing, reduced expenses.
- Savings of about 5 hours a week by no longer having to manually process new invoices.
- Ability to eliminate courier expenses with savings of about $120,000 per year.
- Improved equipment management and utilization.
- Time savings for accounts payable when they spend time physically searching for documents.
Frequently Asked Questions
The construction and service industry are known for the amount of paperwork, images, and files needed when completing work. Each project produces its own mountain of paperwork, which contractors need to appropriately store. Consider the risk and cost that a physical filing cabinet presents – physical damage, lost papers, the time to find filed paperwork.
Having a digital document management system saves you time, keeps you organized, and lowers your risk of lost paperwork.
When your construction project documentation is comprehensive, well-organized, and secure thanks to construction software, you can find the necessary documents more quickly and respond to queries more efficiently. Think of the last time you needed to send a document – the question becomes “how quickly can I find and send this document, so that I can move on to my next task?”.
The short answer – it will save you time! Construction and service businesses benefit from keeping documentation from every step of their workflows – from taking a job or work order, to its delivery. From small to large projects, the more documents you have, the more complicated it becomes, especially when it comes time to retrieve a document.
Having an integrated document management system means that your documents (aka, paperwork) are connected to jobs, customers, and time frames, which makes them easy to find and report on. When the document management system is integrated and automated, your back office and the field can operate more smoothly.
- Going paperless
- Reduced storage space
- Enhanced security
- Improved regulatory compliance
- Easier document retrieval
- More collaboration
Go paperless and streamline document management.
Start managing your construction documents from a single, secure platform.
