The current situation

As a dealership, you process a huge amount of documents every day: sales contracts, vehicle registration certificates, maintenance invoices, warranty claims… and they’re often buried in folders, emails, or disjointed systems. You want to find them later, but you can’t remember exactly where you saved them. This takes time, causes frustration, and increases the risk of errors.

Documentchaos

Traditionally, we work with folder structures. It sounds clear, but in practice, it leads to chaos:

• A document can fit in multiple folders, but can only be in one location.
• Everyone gives their own interpretation to the structure.
• Result: duplicate files, old versions and endless searching.

On average, a knowledge worker spends 1.5 hours a day searching for information. In a dealership with tight margins, that’s pure waste.

In the automotive industry, speed, precision, and compliance are paramount. DocBase is fully optimized for the processes of dealerships, importers, and leasing companies. Our metadata approach is based on industry best practices, so you benefit directly from our experience with countless dealerships in Belgium and the rest of Europe.

Smart labels

DocBase breaks through this pattern by using metadata. Metadata are smart “labels” that you attach to a document: for example, customer name, license plate number, project, status, date, or responsible employee. It tells you what a document is, rather than where it’s located.

The method:

1. You save a document and give it some metadata tags.
2. The document is automatically added to the correct file (e.g. sales, after sales or warranty).
3. You can find the document from multiple angles: customer, project, date, status… just like using filters in a webshop.
4. Workflows and access rights are automatically determined based on the metadata.