Spin the box
Automate your SME’s administrative tasks.
In Brussels and Belgium, Partna connects your documents, email and business tools to automate filing, data entry and case tracking. Your team keeps control of exceptions.
filing by your rules
owners and deadlines
processing time compared
The problem
What happens today and how we address it.
Automate your SME’s administrative tasks.
Today
With the system
Information lives in heads, private messages and attachments.
Documents are stored and become findable again
A file is blocked because a person has been waiting for a response for eight days without saying so.
Procedures become routines that run
Each new recruit takes three months to find out where things are.
Repetitive administration leaves the circuit
You are the obligatory point of passage for all decisions, even small ones.
Company memory becomes searchable
The demo
Put away on arrival, found on demand.
A classification that we do not know how to question is no better than a loose file.
Illustrative simulation using sample data. The figures, reviews and positions shown are not measured customer results.
Arrival of the day
Named, classified and indexed without intervention
- BL_fournisseur_0342.pdfUccle project / Deliveries
- Facture_Sanitaire_mars.pdfAccounting / Purchasing
- IMG_4417.jpgUccle project / Photos
- Contrat_entretien_Lambert.pdfClients / Lambert
BL_fournisseur_0342.pdfTwo packages missing, reported to the site manager.
Live
A request arrives. See what happens next.
Animated illustrative scenario: approvals and exceptions are defined with your team.
Slack#administratifMeanwhile, in your tools
Google Drive
Document found · filed on March 14
Sheets
Reconciled with the supplier order
ClickUp
Quantity discrepancy reported to the site manager
The documents are stored alone, and above all they are found.
The short answer
How to stop searching for your documents and files?
Invoices, contracts, site photos and delivery notes are named, classified and indexed as soon as they arrive. Above all, they become searchable: you ask for a document and you obtain it, instead of opening a file and searching.
What we install
The complete infrastructure for your workflow.
Each step is built, connected to your tools and tested on your real cases before launch.
Invoices, contracts, site photos, minutes, delivery notes: named, classified, indexed on arrival. And above all searchable: you ask, you get the document, not a file to search.
What’s lying around in a filing cabinet or in someone’s head becomes a series of followed steps, with a person responsible, a deadline and an automatic follow-up when things get stuck.
Entry, reconciliations, accounting preparation, expense reports, schedules, meeting minutes: processed in the background, with exceptions reported.
“What did we bill this customer in 2023? », “what was the guarantee clause of contract X?” »: the response arrives in the channel, sourced, in a few seconds.
Every commitment made in a conversation becomes a task with a bearer. The blockages go up on their own before costing a week.
Pilot monitoring
What to monitor during the pilot
filing by your rules
folders, naming conventions and permissions defined during scoping
owners and deadlines
each workflow has its steps and alerts
processing time compared
baseline followed by a check after launch
Orders of magnitude observed on typical deployment scenarios, given to situate the extent of the change. These are not measured customer results: yours are quantified during the audit, on your data.
An example
Workflow example: a construction team
Photos on phones, scattered delivery notes and decisions in private conversations: an example of information to centralise, without an associated quantified client result.
Illustrative process example, without measured customer results.
Your safeguards
What stays under your control.
Giving a system access affects your data and processes. These are our default safeguards.
You stay in control
We start with approval for every action. Only what you explicitly authorise, case by case, runs on its own.
Your accounts stay yours
Accounts, domains and hosting remain in your name. You can disconnect whenever you choose.
Approvals before sensitive actions
Sensitive actions use drafts and approval queues instead of direct writes.
Questions
The questions we are asked
Do we have to change all our tools?
No, and it’s even the opposite of the project. We plug into what your teams already use, because one more tool is a tool they won't open.
My team is not comfortable with computers.
This is precisely the argument. She writes a message as if to a colleague, in the application she uses every day. There is nothing new to learn, and training is part of the deployment.
It rarely resolves itself. In the same area:
We look at your case before promising anything.
A call to understand what is costing you the most today, and to tell you frankly if we are the right person to talk to.