A document management system tailored to your workflow: case files, versions, audit trail and compliance in one environment. We build DMS solutions for accountancy, notary, legal, insurance, construction, property, government, HR and healthcare, each with the workflow, retention rules and integrations your sector requires.
A document management system (DMS) is the digital backbone beneath any case-driven process. It differs fundamentally from a file share: documents are indexed, validated, linked to workflows and compliance rules, and their entire lifecycle is traceable, from first upload through to final archiving or destruction.
We build custom document management systems for organisations for whom documents are not a by-product but the work itself: accountancy and bookkeeping firms, notaries, law firms, insurers, construction and installation companies, property managers, government bodies, HR departments and care institutions. Often they are combinations, such as a construction company with a separate property division, or an insurance office with its own claims department, where a single generic package never serves all the workflows equally well.
For many organisations a standard package such as SharePoint, M-Files, DocuWare, OpenText, Alfresco, Doxis, ELO, FileMaker or Therefore is enough. We don't replace those for small or generic work. We only come into the picture when your industry compliance, workflow or integration becomes so specific that a standard package no longer fits without a complicated custom layer. In that case, your own document workflow automation is often cheaper and more manageable than loading an expensive DMS implementation with add-ons and consultancy.
Which level suits your organisation depends on the number of case files, your compliance requirements and the extent to which the DMS needs to run through your core processes. We'll discuss this together in an initial introductory conversation.
A bounded DMS environment for a single department or workflow, such as an accounts department that wants to archive invoices, annual accounts and correspondence in one place. Document vault with version control, full-text search and a light approval workflow. A good starting point to get a grip on things before you roll out further.
Case management with the rules of your sector built in: notarial retention periods, Wob/Woo publication requirements, Wwft checks, Wgbo or NEN 7510 for healthcare. A workflow engine for review, sign-off and escalation, plus OCR/AI extraction so structured data is pulled automatically from PDF scans.
Mission-critical document management for accountancy, notary and law firms that want to offer fully separated files per client, complete with a client portal for exchanging documents and deep integrations with ERP, CRM or case management. Includes e-signing, retention and destruction policies.
If you work for a government organisation, what you need to keep and hand over changes. How to capture information created outside the office properly from the outset is covered in the app for field-generated archive records.
If you fall under the Dutch Archives Act, document management comes with a requirement for long-term accessibility: metadata, formats and a selection list that monitors retention periods. See Archives Act software.
Whatever the level, we deliver a set of core components that any file-driven process needs. We build these as separate modules so you can scale later without redesigning your architecture.
To be honest: for small or standard document needs, SharePoint, M-Files or DocuWare is usually the quicker choice. We come into the picture when one or more of the patterns below fit your situation.
Notarial retention periods, Wob/Woo publication obligations, Wgbo retention requirements in healthcare or Wwft checks in finance. Standard packages can sometimes handle these, but the configuration often ends up costing more than a custom solution.
Invoice approval, annual accounts review, contract flow, deed execution. If the document is part of the work that generates revenue, rather than a by-product, you don't want to route it through a separate tool.
When you receive hundreds of invoices, contracts or forms every day and want the relevant fields sent automatically to your accounts, CRM or ERP. A DMS that only archives is a waste of effort in that case.
For accountancy, notary, legal or HR firms: a secure place where clients or employees upload, your team reviews, and everything lands automatically in the right file. Similar to our vendor portal, but for documents.
Accountancy and notary firms often want each client to have their own space, with no ordinary query ever able to show client A's data to client B. Multi-tenancy at database level is a design decision, not a plugin.
When document flow and data flow need to know the same things. Think of accountancy software where every uploaded invoice appears immediately as a draft entry in Exact.
Which rules, file structures and integrations are relevant depends heavily on the sector. Here is a selection of the industries for which we have built or advised on document management in recent years.
A separate file per client containing annual accounts, payroll records, VAT returns and correspondence. Deep integration with Exact, AFAS or e-Boekhouden so that uploaded invoices land directly as draft bookings. Retention periods follow statutory obligations, plus an audit trail showing who reviewed what and when, so an accountant can account for every decision.
Strict confidentiality at file level, retention in line with professional regulations, KvK filing directly from the file, and for insurers a claims flow that automatically links policy documents, claim forms and correspondence. Wwft (anti-money laundering) checks at intake and a complete audit trail right through to archiving.
For the construction and installation sector: project files with drawings, permits, certificates and handover reports. Version control is critical here, as an incorrect drawing has physical consequences. For property managers: rental and purchase files with valuations, contracts and maintenance plans. For government: case files compliant with Wob/Woo, with a publication workflow and editorial steps.
HR files with contracts, assessments, leave requests and GDPR-compliant retention per document type. For healthcare: client files that meet the Wgbo retention obligation and, where relevant, NEN 7510 for information security in healthcare. Strict role-based access, explicit recording of the legal basis per document type, and controlled destruction when the statutory retention period expires.
With OneDayBuild, we turn your idea into something tangible in one day for €1,150, so you can see whether further development is worth the investment. Decide to go ahead with the full build? Then we credit the full cost.
Explore OneDayBuild →Three modules that many clients want to hear more about in a first conversation. We briefly outline how we build them and why the choices matter.
A no-obligation conversation in which we map out the types of case files, review the compliance requirements (GDPR, NEN 7510, the Notaries Act, Wwft, sector-specific rules) and establish whether a custom build is the right choice or whether a standard package will suffice. Sometimes we advise the latter, which saves you time and budget.
A one-day working session with your key users. We map out the document flows, identify the real pain points (where people lose things, where approvals stall, where the audit trail leaks), and together define a scope that can be delivered in a first release.
A working build every two weeks. The document vault comes first, then search, then workflows, then integrations. You test along the way and give feedback each sprint, so we can adjust course as we go rather than at the end.
We migrate existing documents in phases: new case files go into the DMS first, followed by historical files in a controlled process with OCR and metadata enrichment. Your team already works in the new environment while the archive is brought in the background.
After go-live, we monitor performance, security and usage. New workflow steps, additional integrations or extra document types are picked up in small further-development sprints, so your DMS grows along with your organisation.
The questions we almost always receive in a first conversation.
A no-obligation conversation of half an hour. We listen to your document flows, ask questions about your compliance and workflow requirements, and give direction where it helps you, including when the outcome is that a standard package suits you better than custom work. You can read more about our approach on the web development overview page.
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