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For Businesses

Everything included in our document digitisation and filing system service — from first collection to ongoing reminders.

Who This Is For

Trades businesses with a documentation problem

Electricians

Managing RECI registration, electrical completion certificates, Safe Pass, Manual Handling, working at heights certs and public liability insurance — all with different expiry dates and different renewal processes.

RECI Registration Completion Certs Safe Pass Public Liability Employer Liability Tax Clearance

Plumbers

RGI registration, gas safety certificates, Safe Pass, plumbing completion records and insurance documentation — often spread across email, paper files and the van.

RGI Registration Gas Safety Certs Safe Pass Public Liability Completion Records Insurance Certs

Builders

CIF membership, CSCS cards, health and safety plans, subcontractor documentation, site insurance and a range of compliance records that vary by project type and scale.

CIF Membership CSCS Cards H&S Plans Site Insurance Subcontractor Docs PSWC Certs

Mechanics

SIMI membership, NCT authorisation, vehicle lift inspection certificates, environmental compliance records and workshop insurance — all requiring regular renewal and clear documentation.

SIMI Membership NCT Authorisation Lift Inspection Certs Environmental Compliance Workshop Insurance Waste Licences
Step 01

Document Collection

The process starts with us coming to you. We schedule a collection visit at a time that works around your working day — morning, afternoon, or end of day. You don't need to sort anything in advance. We collect everything: folders, loose sheets, envelopes, binders, anything that might contain a document relevant to your business.

We provide a collection receipt listing everything taken, and all physical originals are returned to you after scanning. The collection visit typically takes between 30 minutes and two hours, depending on the volume of documents.

What's included

  • Scheduled visit to your premises, workshop or storage location
  • Collection of all document types — no pre-sorting required
  • Itemised collection receipt provided on the day
  • Secure document transport and chain of custody
  • All physical originals returned after scanning is complete
Professional document collection visit showing organised folders and paperwork being carefully gathered from a trades business premises
High resolution professional document scanner processing trade certificates and compliance paperwork in a clean modern scanning facility
Step 02

Scanning & Indexing

Every document is scanned at 600 DPI — high enough to read small print clearly on any screen. We apply OCR (optical character recognition) processing so documents are text-searchable, not just image files.

Each scanned file is named using a consistent naming convention: document type, issuing body, and date. Duplicates are identified and consolidated. Expiry dates are extracted and recorded for every time-sensitive document.

What's included

  • 600 DPI scanning for all document types
  • OCR processing for text-searchable files
  • Consistent file naming convention applied throughout
  • Duplicate identification and consolidation
  • Expiry date extraction and logging
  • Document categorisation by type and relevance
Step 03

Digital Filing System

Your scanned documents go into a structured digital filing system built specifically for your trade. The folder structure reflects the documents your business actually uses — not a generic template adapted from an office environment.

The system is cloud-based and accessible from any device. It's designed to be simple enough to maintain without any technical knowledge. Adding a new document is as straightforward as uploading a photo from your phone.

What's included

  • Cloud-based system accessible on phone, tablet and desktop
  • Folder structure tailored to your specific trade
  • All scanned documents uploaded and organised
  • Search functionality across all documents
  • Access permissions configured to your requirements
  • One-to-one handover and walkthrough session
Clean organised digital filing system displayed on a laptop screen showing categorised trade documents, certificates and compliance files in a structured folder hierarchy
Smartphone displaying document renewal reminder notifications for trade compliance certificates and insurance policies with clean modern interface
Step 04

Automated Renewal Reminders

Every time-sensitive document in your system has an expiry date logged. The reminder system sends you notifications at 90 days, 30 days, and 7 days before each expiry — giving you time to renew without scrambling.

Reminders cover every document type: insurance policies, trade registrations, Safe Pass and other training certs, tax clearance, and any other document with a defined expiry or renewal date. When you renew, updating the system takes under a minute.

What's included

  • Expiry dates logged for all time-sensitive documents
  • Reminders at 90, 30 and 7 days before expiry
  • Email and SMS notification options
  • Dashboard showing all upcoming renewals
  • Simple process for updating after renewal
  • Covers all Irish trades compliance document types

Find out what's involved for your business

Get in touch and we'll discuss your specific situation and what the process would look like.

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