Construction Management Software with Document Imaging

Many construction companies have filing cabinets full of documents pertaining to jobs, vendors, subcontracts, and employees. Even with a good filing system, documents can get lost or can be hard to find. Spectrum Construction Software’s Document Imaging lets you lose the cabinets, creating all electronic records that you can store and associate with jobs, employee records, accounting transactions - with any record in your Spectrum system.

Attach Documents Anywhere

Document Imaging fully integrates with other Spectrum components, and enables you to scan and attach documents seamlessly to data, whether you’re working in Accounts Payable, Accounts Receivable, Equipment Management, or any other Spectrum solution. With this capability, you can attach a signed change order, the spreadsheet showing the pricing for the change order, and the string of emails discussing the change order all to an entry in Job Cost.

Optical Character Recognition

Using Optical Character Recognition (OCR), Spectrum routinely crawls documents’ text in your system. Because of this functionality, you can search for documents based on keywords, instead of wading through job numbers and phase codes.

Scanning and Assignment Options

As integrated construction software, Spectrum gives you three ways to attach your documents in Document Imaging:

• As a batch – if you need to enter time cards or purchase orders, you can scan large batches of documents and associate them with the appropriate transactions.
• During data entry – while entering a transaction, such as a work order, you can scan and associate the paper work order without leaving the Work Order screen.
• After the fact – if a document isn’t available to scan at the time of data entry, Spectrum gives you the ability to go back and attach it at a later time.

Easy Reporting

At any given time during a job, you may be asked to support invoices you’ve sent to the client. Without document management software, you may spend hours going through hundreds of files, trying to find what you need. Fortunately, Document Imaging allows you to do this in one easy click of a button.

Using a job cost history report, time and materials billing report, or results from a document search, you can create a report of all the associated documents. With this technology, you no longer need to keep multiple copies of documents in multiple file locations. Spectrum offers a number of reports to help you manage your construction company. With Document Imaging, you can archive reports and go back to them via search, or even burn them to a CD or DVD if you wish.

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