Going Paperless
How InHouse Corporate Services — a commercial cleaning company serving ODEON, Costa Coffee, IKEA, and more — digitised their entire contract and document management system, eliminating filing cabinets and enabling paperless operations.
40 years of paper
Filing cabinets full of contracts
Decades of employee contracts, client agreements, and compliance documents stored in physical filing cabinets. Finding anything meant digging through folders — assuming you knew which cabinet to start with.
Post-based contract signing
Employment contracts printed, posted to employees across multiple sites, signed, posted back, scanned, and filed. A single contract could take weeks to complete the round trip.
Version chaos
Which contract version was current? Was this the signed copy or the draft? Multiple versions floating around with no clear audit trail. Compliance risk hiding in plain sight.
Manual compliance tracking
Passport expiry dates, share codes, Right to Work documents — all tracked in spreadsheets or paper records. Renewals relied on someone remembering to check.
What we built
Automated Contract Generation
Employment contracts generated automatically from templates, pulling in employee data, job title, site, hours, and pay. Consistent, accurate, instant.
Digital E-Signatures
Contracts sent digitally and signed electronically. Countersigning built into the flow. Fully executed documents filed automatically against the employee record.
Centralised Document Storage
Every document — contracts, IDs, compliance certificates, training records — stored digitally against the right employee. Searchable, accessible, audit-ready.
Automated Expiry Tracking
Passport and share code expiry dates monitored automatically. Alerts at 30, 14, and 7 days before expiry. Escalation if no action taken. Zero manual checking.
Digital ID Verification
OneID bank-level verification for Right to Work. Employees verify identity through their bank app — no photocopying, no posting documents, no manual checks.
Mobile-First Access
Everything accessible from a phone. Employees complete paperwork from anywhere. Managers approve from their inbox. No one needs to be in the office to process documents.
What changed
Contracts out in minutes, not weeks
What used to be a print-post-sign-post-scan-file cycle taking weeks now happens digitally in minutes. Generated, sent, signed, and filed — all automated.
Physical storage eliminated
Filing cabinets worth of paper records replaced with searchable digital storage. Every document accessible instantly from anywhere — no more digging through folders.
Compliance on autopilot
Document expiry tracking that used to rely on someone remembering now runs automatically. The system watches every date and chases every renewal.
Location-independent operations
With all documents digital and all processes mobile-first, HR operations no longer require a physical office. Staff across every site processed from anywhere.
The next phase
Still running on paper?
We help businesses go from filing cabinets to fully digital — contracts, compliance, employee records, the lot. Free 30-minute call to see what's possible.