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Streamline operations and complete projects within budget
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Learn how ProjectBase simplifies document management by centralizing drawings, contracts, BOQs, and invoices in one secure system.
In the fast-paced world of building services and contracting projects, managing documents can quickly become chaotic. From drawings and blueprints to contracts, Bills of Quantities (BOQs), and vendor records, vital documents often end up scattered across emails, shared drives, and physical files. This fragmentation leads to miscommunication, version conflicts, and delayed approvals. ProjectBase eliminates these inefficiencies with its powerful document management module, allowing teams to store, track, and share all project-related files in a centralized, secure system.
By integrating document management directly into project workflows, ProjectBase ensures that critical information is always accessible, up-to-date, and aligned with ongoing operations. This capability is particularly beneficial for companies like Startech, where multiple teams (purchase, accounts, site, estimation) collaborate on time-sensitive projects.
Before ProjectBase, companies relied heavily on email threads, manual filing, or outdated ERP systems like E-Resource and its updated version. Some critical challenges included:
These bottlenecks slowed project timelines and increased the risk of costly errors.
ProjectBase transforms how infrastructure teams manage project documents by digitizing and centralizing everything in one secure location. Whether it’s a blueprint, vendor invoice, or a compliance document, all files are accessible in real time, complete with version control and secure user permissions.
With ProjectBase, management gains complete visibility into the document trail. This eliminates the need for multiple requests to retrieve files and ensures all compliance documents are readily available.
For Site Teams: Mobile app support allows field engineers to upload site drawings, daily reports, or incident images directly from the field. Even offline submissions are synced automatically once a connection is available.
For Purchase Teams: Contracts, vendor quotes, and MR-to-PO documents are linked within the system, making approvals faster and more transparent.
For Accounts and Estimation Teams: Costing data, BOQs, and invoices are easily accessible, enabling smoother month-end reconciliations and better estimation accuracy.
Prior to adopting ProjectBase, Startech’s purchase and site teams struggled with document tracking. Lost material orders or missing approvals often delayed procurement by weeks, as locating the correct version of a vendor quote or BOQ required digging through a sea of emails.
A Startech manager commented, “We no longer lose time searching for files or cross-checking email threads. ProjectBase has made document tracking so seamless that even audits are now stress-free.”
Document management in ProjectBase is not an isolated module. It works hand-in-hand with features like procurement workflows, live dashboards, and Tally integration. For example:
Data security is a priority in ProjectBase. All documents are stored with encryption protocols, and version history is maintained for compliance purposes. Access logs allow managers to see who viewed or edited a document, ensuring accountability and audit readiness.
In industries where projects span months or even years, having a single source of truth for all documents is crucial. Misplaced or outdated files can result in costly rework, disputes with vendors, or regulatory fines. ProjectBase’s document management feature minimizes these risks by ensuring:
Document management is the backbone of project success. With ProjectBase, companies like Startech and SPTL have not only reduced manual work but have also gained a competitive edge through improved collaboration and faster execution.
If your team is still juggling scattered files and paper trails, it’s time to upgrade to a smarter system. ProjectBase brings every drawing, contract, and BOQ under one digital roof - secure, searchable, and always up to date.
A: It’s the process of storing, tracking, and managing all project-related files (drawings, contracts, BOQs, invoices) in a centralized, digital system.
A: ProjectBase centralizes all files with version control, advanced search, mobile uploads, and secure sharing—removing the chaos of scattered spreadsheets and email threads.
A: Yes. Site engineers can upload drawings, reports, and receipts via the mobile app, even offline. The documents auto-sync once connectivity is restored.
A: It ensures accuracy, eliminates version confusion, improves collaboration, saves time during audits, and provides secure access to authorized users.
A: Startech eliminated paper files, reduced approval time from days to under an hour, and now completes audits stress-free with centralized digital records.
A: Yes. ProjectBase uses encryption, access permissions, version history, and audit trails to ensure data security, compliance, and accountability.
Let's schedule a demo so you can get first-hand experience of how ProjectBase can help you run your operations faster and smarter.
ProjectBase helps construction contractors to get work done faster, control cost overruns, and bill customers for all completed work on time.
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