If you manage a company with several offices, departments, or brands, you probably know what it’s like to keep everything neatly organized: cloud folders, shared files, standardized names… But does that really give you the agility to make decisions?

The truth is, having documents organized is not the same as having control.

Today, the challenge isn’t just storing information—it’s finding what you need, when you need it, and more importantly, using that information to optimize costs, detect errors, or renegotiate conditions.

According to an M-Files study (2023), 83% of employees struggle to locate important documents on time, resulting in 18 minutes lost per person per day—over 75 hours a year just searching for files.

For companies that manage multiple assets, offices, or locations, having scattered or undigitized contracts and invoices can become a real mess: cost opacity, duplicated processes, and decisions based on intuition rather than data.

Why do the most efficient companies invest in advanced document management?

Europe’s most competitive companies are adopting systems that not only store data, but transform it into actionable intelligence. That means: automation, ERP integration, smart alerts, and visual dashboards.

It’s no longer about scanning PDFs and saving them into folders. It’s about:

• Extracting key data from contracts and invoices (amounts, consumption, dates, suppliers, incidents)
  
  
• Standardizing and structuring information
  
  
• Integrating it with other systems (accounting, procurement, facility management)
  
  
• Generating comparative reports by site, supplier, or time period
  
  
• Automatically detecting anomalies
  
  

A simple example: imagine being able to see, in just a few clicks, how much you're paying for utilities at each location, whether a provider is overcharging you, or if there’s a water leak or energy overuse causing unnecessary expenses.

This is possible when documents aren’t just stored—they’re automated, analyzed, and connected to your management system.

What are the most common document management challenges for multi-site companies?

Managing multiple locations comes with added complexity. One of the biggest challenges is lack of global visibility. Each office might have its own contracts, suppliers, and processes—often resulting in duplications, unnecessary costs, or unnoticed errors.

Also, every supplier sends invoices differently: different formats, concepts, and billing dates. In the end, someone has to manually check everything to ensure it’s accurate. Sound familiar?

Why is automating document management key to efficiency and cost control?

Digitalizing and automating document management can significantly reduce operational costs and improve company responsiveness.

When your data is structured and up to date, you can quickly identify and fix issues: unusual consumption, misapplied contracts, duplicated charges… and most importantly, you act based on real data, not intuition.

"Companies that digitize their document management can reduce operating costs by up to 30% and improve responsiveness by up to 60%."
— AIIM (Association for Intelligent Information Management), 2024

Tools that are transforming document management in Europe

Today, several tools are changing the way businesses manage documents:

• DocuWare: Powerful document management software, great for companies handling large volumes. Automates workflows and approvals.
  
  
• OpenKM: A flexible platform often used in industrial environments, offering advanced version control.
  
  
• Microsoft SharePoint: Ideal for teams already using Microsoft 365 and looking to boost collaboration.
  
  
• Polaroo: A tech solution tailored for companies managing utility contracts and invoices across multiple properties. It’s not just about storage—Polaroo automates data collection, flags anomalies, and generates comparative reports to help you negotiate, save, and improve.
  

How does Polaroo help you manage utility contracts and invoices?

• We automatically collect your electricity, water, gas, internet, and other service invoices—regardless of provider or format
  
  
• We extract key data (consumption, amount, rates, dates, site, incidents) and structure it so you can analyze it easily
  
  
• We integrate this data with your ERP or accounting system—no manual entry needed
  
  
• We notify you of irregularities, unusual consumption, duplicates, or rates above market standards
  
  
• We handle activations, cancellations, and issues, so your team can focus on what they do best while we take care of the operational side
  
  
• We provide clear, visual reports with comparisons between sites, time periods, and providers
  
  
• And most importantly: we help you optimize your contracts based on your actual needs
  
  

In short: we turn time-consuming operations into an automated process that works for you.

Case study: Property management company with 30+ locations

A Spanish real estate company managing over 30 buildings in different cities used Polaroo for six months and achieved:

• A 15% reduction in energy costs
  
  
• 8 duplicated contracts detected
  
  
• 100% automation of document collection
  
  
• Weekly review time reduced from 12 hours to just 30 minutes with automated reporting
  
  

This is a clear example of how smart document management frees up resources and improves control.

Conclusion: Document management is no longer a luxury—it’s a strategic need

Documents can’t remain in physical folders or isolated silos. Digitalizing, automating, and analyzing is no longer optional—it’s the path to faster, smarter, and more profitable decision-making.

With a strong document management system, you save money, work more clearly, and make better decisions. It’s not about replacing everything—it’s about enhancing your existing processes with the right technology.

What concrete benefits can you expect from better document management?

1. Real savings
   Many clients discover they’re overpaying or could renegotiate terms. Polaroo doesn’t just organize—it shows where to save.
   
   
2. Total visibility
   Know how much each location or department consumes. Spot cost peaks. Polaroo gives you a clear, centralized, real-time view.
   
   
3. More time for what matters
   Automating repetitive tasks means your team can focus on strategic work and decision-making.
   
   
4. Data-backed sustainability
   If you have ESG goals, you need accurate tracking. Polaroo helps measure, report, and reduce your environmental impact.
   
   
5. Audit readiness
   Having all documentation digitized, traceable, and accessible makes audits—internal or external—easier and faster.
   
   

In short

Advanced document management isn’t just for startups or large tech firms. It’s for any company that wants to manage resources better, cut costs, and grow smarter.

At Polaroo, we help companies like yours take the next step—not to replace what works, but to empower it with technology that simplifies and adds real value.

Let’s talk.
If you’d like to see how Polaroo works or hear real success stories, get in touch. We’d love to help you move forward.