15 questions
Can document software route invoices to different approvers?
Many workflow products can route documents using rules such as department or amount. Ask the supplier to demonstrate your actual approval sequence, including exceptions. Confirm whether workflow design and later changes are included in implementation.
Link to this answer ↗Can a document system detect duplicate invoices?
Some systems can check fields or document characteristics for possible duplicates. Ask which fields it compares and how users review a match. Detection should prompt a decision rather than silently deleting a legitimate record.
Link to this answer ↗Can customers upload documents without a full user license?
Ask about secure upload forms, guest access and external-user pricing. Confirm where uploaded documents appear and who can see them. An upload link should not inadvertently give outsiders access to the rest of your repository.
Link to this answer ↗How are handwritten documents handled by OCR?
Recognition quality varies with handwriting and the capture tools used. Test representative samples rather than relying on a general OCR claim. Plan a review step for important fields and include that staff time in the project cost.
Link to this answer ↗Can document management replace invoice email approvals?
A workflow system can provide a shared approval record instead of scattered email replies. Ask how reminders, delegated approvals and rejected invoices work. Confirm the connection to accounting so approved documents do not still require duplicate entry.
Link to this answer ↗Can employees find records using an invoice or customer number?
Yes, if those values are captured and indexed appropriately. Ask the supplier to demonstrate searches using your normal reference fields. Reliable retrieval depends on good indexing rules as well as the search interface.
Link to this answer ↗What happens when an approver is on vacation?
Check delegation, reassignment and overdue reminders. The system should make the pending work visible to an authorized colleague. Decide whether substitutions are temporary or permanent and who is allowed to make that change.
Link to this answer ↗How do document systems handle digitally signed files?
Ask whether the original signed file remains intact and how signature information is displayed. Converting or altering a signed document can affect its verification. Include your actual signature format in the acceptance test.
Link to this answer ↗Can document retention periods vary by record type?
Some systems support different retention rules for different classes of records. Your business must decide the applicable policy with appropriate advice. Ask how holds, exceptions and authorized deletion are recorded before enabling automatic actions.
Link to this answer ↗Can I buy document management for one department first?
Often, yes. Ask for a price that separates the initial department from future expansion. Confirm whether storage, administration and workflow licenses are shared so adding a second team does not require an unexpected platform change.
Link to this answer ↗What is a document capture allowance?
It is a limit on processing activity, such as pages or documents, within a plan. It differs from stored capacity. Ask what counts toward the allowance, whether reprocessing counts again and how overages are charged.
Link to this answer ↗Can a document system show who downloaded a file?
Audit capabilities vary by product and plan. Ask for the exact events recorded, how long the logs remain available and who can access them. A login history alone does not prove that individual document downloads are tracked.
Link to this answer ↗How should we test a document management system before buying?
Use ordinary documents and a few difficult exceptions. Test capture, search, approval and export with the people who will do the work. Record failures and required configuration changes before accepting the proposed system and implementation price.
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