How it works
Three steps take you from a blank page to a live, automated process.
Create a form
A form is the basis of every task. Drag and drop the components you need, including text boxes, drop-down lists and radio buttons, then set their properties. Use one form across a whole process, or a different form at each step.
Build a task
A task is a process flow. Add components in the order you want them to run: a start action, user actions, send email, send SMS or an API call. Set each component's properties and save. There's no coding. Just click a component and fill in the fields.
Run it
How a task starts depends on its start action. User tasks run when someone submits a form. Email tasks pull in messages on a schedule. API and Print tasks run whenever a call arrives or a document is printed. From there the flow moves itself forward.
The building blocks
Build the exact form each step needs by dragging components into place and setting their properties. Mark fields as searchable in the task list, or add special properties for specific flows, such as invoice amounts that check whether an invoice is fully allocated, or run numbers that auto-allocate deliveries to users. A simple process might use a single form from start to finish. A multi-step approval might use a different form at each stage, with every completed form visible to the next person.
Running tasks
When a task is triggered it becomes a queued task. Some queued tasks just fire, sending an email or SMS and moving on. Others wait for a person to act, such as approving a leave form, allocating an invoice or completing a delivery.
A user action can be handled three ways:
Using the web application.
By clicking a link sent in an email, so people outside your company can action tasks too.
Using the mobile app.
Each user action shows the form and any attachments, and can be submitted or passed to another user. On an accounts payable task, for example, an approver can add notes and pass the invoice to a second approver, who submits it ready to post into your accounting system.
BUILT FOR
REAL WORKFLOWS
NeoDocs is multi-functional by design. The same application can run your accounts payable approvals and a full proof-of-delivery system at the same time.
Accounts Payable
Automating accounts payable has traditionally been expensive, slow and out of reach for smaller businesses, yet the process is simple: an invoice arrives, it's coded, it's authorised, it's posted. NeoDocs lets you build that flow yourself, with no third-party consultants, keeping cost and setup time down.
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Create a form for the details you need, such as invoice number, date, PO number, and amounts ex and inc tax.
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Build the task. Set the start action and add the user actions for coding and approval.
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Optionally add templates to map supplier invoices to your form fields automatically.
Invoices can be pulled straight from an inbox, populated from a supplier template, coded, approved with multi-step sign-off, and added to a posting table ready to upload to your accounting system.
Delivery and Proof of Delivery
Give mobile drivers a full proof-of-delivery flow: capture signatures on delivery, store photos and upload files. The moment a delivery is submitted, the data and images appear in the web application, and maps show where drivers are and what's been completed.
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Create a delivery form with name and address, optional run numbers for auto-allocation, and a mobile number if you want to SMS the customer on completion.
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Build the task and set up the user actions.
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Use templates with Print to Task, email or API input to create deliveries automatically.
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Allocate deliveries to your drivers.
And plenty more
Any process that passes through at least one step can be a NeoDocs task, including:
Service job forms
Expense forms
Leave forms
Time sheets
Sales orders
Mobile job forms
External actions like purchase requisitions
Contracts