ShakeSpeare® Software is a document management software (DMS) that enables companies worldwide to store documents digitally and in an audit-proof manner and therefore to work paperless.
Through the integrated workflow components, approval processes (e.g. approval of incoming invoices) are digitally mapped and the documents are thus brought to life. Typically, ShakeSpeare® software is first used for contract management and the release and storage of incoming invoices.
However, the software is also used for incoming mail, deadline management, release of purchase orders, requesting cost centers, claims management in legal departments and many other business processes.
The software can be used as a cloud solution or can be used on the customer's servers (on-premise).
The pre-built module for incoming invoices is called S-Invoice. This collects incoming invoices from various sources (scanned mail, emails, online portals, etc.), digitizes them and distributes them within the organization for approval. There is a content check, approval and then forwarding to the finance or accounting department. Depending on company specifications and legal requirements, customers receive an individual approval process.
A digital archive of invoices (invoice ledger) is stored within ShakeSpeare in an audit-proof manner for potential audit and control purposes.
The product for contract management is called: S-Contract. The complete management of contracts can be mapped with ShakeSpeare. All contracts are stored centrally, digitally and audit-proof in one central location.
The distribution of roles and rights ensures that confidential data and documents can only be viewed by authorized persons. Different types of contracts such as employment contracts, non-disclosure agreements, cooperation agreements and incorporation agreements can be mapped, as well as supply, service, maintenance and rental contracts.
Deadline and reminder management reminds responsible persons of the expiry of contracts so that they can be terminated, reviewed or extended in good time. The software is used for releasing and creating contracts as well as for signing them. The complete contract lifecycle is mapped with ShakeSpeare. (Contract Lifecycle Management)
In addition to invoice approval, purchase orders and order approvals are also mapped digitally in ShakeSpeare. The purchase order approval process is integrated with the invoice approval process so that approved purchase orders are automatically linked to the associated purchase invoices.
Ticketing systems are most frequently used for IT and maintenance messages. However, other applications are also conceivable. We have developed ticketing workflows with our banking customers for "legal ticketing" with bank branches. This involves tracking multiple KPIs and analyzing and categorizing risks to identify risks within organizations.
Compliance, risk management and quality management workflows are extremely extensive. Most use cases in QM, RM, compliance and auditing are mapped with specialized solutions on dedicated platforms.
Every organization gets mail. The inbox is therefore one of the most important entry workflows. There are many sources of incoming mail. Via the software, documents from the various sources are digitized and routed to the correct employees or departments in a semi-automated manner. Deadlines and legal requirements can be met without any problems.
The graphical BPM workflow configurator is used for the digitization and automation of administrative business processes without the need for programming skills. All company-specific business processes not mentioned under the aforementioned points can be created by the customer. The solution is already successfully in use in medium to large organizations for administrative processes in the areas of legal, compliance, finance, healthcare, quality and risk management, government, banking and insurance.
Medium-sized companies with 100 - 5,000 employees from the following industries:
Our references include: