Document Hub: document management software for every business document
The Document Hub is the document management software inside TriFact365: it collects all your documents through email, the app, upload or Peppol, with a document type per document. Every step is captured in an audit trail, which means fewer suspense postings and less to sort out at period close.
Link with all leading accounting software
What is document management software?
Document management software is a system that receives business documents in one central place and records the type of each one. In TriFact365 that is the Document Hub, with templates for 55 document types, from where documents move into the follow-up steps: recognition, approval and booking.
Not quite what you need? The Document Hub is about the intake and classification of every document type. If you only want invoice data to be read automatically, that is invoice recognition. To see how an invoice travels from arrival to entry, look at processing purchase invoices. And for the scanning step itself there is a separate page.
One hub for 55 document types
Most tools handle invoices and stop there. The Document Hub ships with templates for 55 document types, spread across eight categories:
- Purchase, Sales, Financial
- HR, Cash flow, Taxes
- Legal, General
You pick the document type when you submit, and for invoices and receipts automatic recognition follows. See per category which document types you can set up, or read how we automate your purchase invoices.
Every channel, every file format
Documents arrive the way your colleagues and suppliers already work: by e-mail, through the mobile app, by upload or over the Peppol network. The hub converts everything to PDF in real time, so your records stay uniform no matter how a file came in.
- PDF, JPG, PNG, TIFF, DOC, DOCX, XLS and XLSX
- UBL and e-invoices processed with the same ease
- Real-time conversion to PDF for a consistent archive
Receipts are a category of their own. Colleagues photograph them on the spot with the mobile scanning app, and the hub takes it from there.
Workflows, search and permissions
Every document follows a fixed route: submit, classify and pass on to the right process. For purchase and sales invoices and receipts you can add approval steps, so the right person signs off before anything is booked. Meanwhile the original file stays available with an audit trail, and permissions decide who sees what.
- Approval routes for purchase and sales invoices and receipts
- Search and retrieve any original, including deleted files
- Permissions per user and per administration
Configure the routing in approval flows, keep everything retrievable in the long-term archive, and see which packages work with your bookkeeping. Step-by-step instructions are in our help centre.
Frequently asked questions about the Document Hub
It improves the pre-accounting stage, which most accounting software barely covers. Documents arrive complete and on time through email, app, upload or Peppol, each one with a document type and captured in an audit trail. That audit trail is what reduces suspense postings and questions at period close, because you can always trace where a document came from and who touched it. On top of that it is easy to adopt: colleagues submit documents the way they already work, so you need little training.
The hub ships with templates for 55 kinds of business documents, from purchase and sales invoices to receipts, expense claims, payslips, bank statements and contracts. Each document is given a type when it is submitted, and for invoices and receipts automatic recognition follows. You choose per environment which types you use.
A shared drive only stores files. Document management software also reads them: it recognises the type, extracts the data, sends the document through an approval route and prepares a booking proposal for your accounting software.
Yes. The received documents screen holds every file ever submitted to TriFact365. Even when a document has been merged or removed later on, the original remains retrievable with its audit trail.
Yes. TriFact365 processes your documents under the GDPR and over secure connections. Access is governed by permissions per user and per administration, and every action on a document is logged, so you can demonstrate who did what and when.
Most organisations are up and running within fifteen minutes. You connect your accounting software, choose which document types you want to use and point your e-mail intake at TriFact365. No installation and no consultants are needed, so colleagues can start submitting documents the same day.
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