Real-world examples of document and process management
We work with organizations across manufacturing, pharmaceutical, financial services, energy, professional services, and other document-intensive industries. While some client relationships remain confidential, we can share the challenges we addressed, the solutions we implemented, and the operational improvements they delivered.
Some of the organizations we support
Faster invoice approval across multiple locations
Systems & integrations: M-Files • Business Central
Aluflexpack, an international manufacturer of flexible packaging, operating across multiple countries and production locations.
Challenge
As the company grew across multiple locations, invoice approvals involved several departments and decision-makers. The process relied on paper documents, emails and manual handoffs, making it difficult to track the status of invoices and keep approvals moving efficiently.
What we delivered
Unitfly implemented M-Files and automated the invoice approval process. The solution was integrated with Microsoft Dynamics 365 Business Central, allowing invoices to be routed automatically, approved digitally and tracked from a single location.
Outcome
Invoices are now routed automatically to the right approvers, with all documents, statuses and approval history available in one place. What previously took days can now be completed in minutes.
Following the successful implementation of invoice approval, the collaboration expanded into HR processes, investment management, contract management, and other areas.
Bringing invoice records and eInvoice management into one system
Systems & integrations: M-Files • Business Central • Moj-eRačun
Client: A Croatian professional services company managing large volumes of client invoices and accounting documentation.
Challenge
Growing eInvoicing requirements created a need for a more centralised approach to invoice management. With incoming and outgoing invoices stored across different systems, finding and reviewing invoice records was becoming increasingly time-consuming.
What we delivered
Unitfly implemented M-Files as a central platform for managing invoice records. Incoming eInvoices are automatically retrieved from Moj-eRačun, while outgoing invoices are synchronised from Microsoft Dynamics 365 Business Central. Users manage all invoice documentation in M-Files, where outgoing eInvoices can be reviewed and sent to Moj-eRačun.
Outcome
All invoice documentation is available in one system, regardless of where it originated. Employees can quickly find the information they need, while the company is better prepared for growing eInvoicing requirements.
Centralising project documentation across the project lifecycle
Systems & integrations: M-Files • ERP • mSign
Client: One of the leading pharmaceutical manufacturers in Central and Eastern Europe, managing a large portfolio of IT and investment projects.
Challenge
Project documentation was created and used throughout the entire project lifecycle, from planning and execution to project closure. The company needed a structured way to organise documentation, control access and ensure project information remained easy to find as projects progressed.
Project documentation was created and used throughout the entire project lifecycle, from planning and execution to project closure. As the number of projects grew, teams needed a structured way to organise documentation, manage access rights, support approval processes and quickly find project information when needed.
What we delivered
Unitfly implemented M-Files as a central system for managing IT and investment project documentation. Documents are organised using structured metadata and access controls, while approval workflows and digital signing processes ensure documentation is reviewed, approved and processed consistently. The solution is integrated with other business systems, including ERP and the digital signing solution mSign.
Outcome
All project documentation is available in a single system, providing teams with a clear overview of documents, approval status and related project information. Project stakeholders can quickly find what they need, track changes and ensure documentation follows standardised processes throughout the entire project lifecycle.
Faster contract creation, approval and signing
Systems & integrations: M-Files • Sharepoint • SAP • Docusign
Client: A leading distribution company managing a large volume of contracts and business documents across multiple departments.
Challenge
Creating a new contract involved several teams, reviews and approvals before it could be signed. Documents were exchanged through different systems and email, making it difficult to track the latest version and keep the process moving.
What we delivered
We implemented M-Files as the central contract management solution, integrated with SharePoint, SAP and Docusign. Contracts can now be drafted, reviewed, approved and signed through a single process, while signed documents are stored and linked to related business records.
Outcome
Teams have a clear view of each contract’s status, from draft to signature. Contract preparation takes less coordination, approvals are easier to track and signed documents are available in one place.
More processes we have digitalized
Industry: Pharmaceutical Manufacturing
Project documentation, approvals and project activities were spread across multiple systems, making it difficult to maintain a complete picture of project status and progress. By combining M-Files and Auclio, we created a unified system where teams can track project activities, manage and approve project documentation, and follow progress in one place. M-Files serves as the central repository for project information and documents, while Auclio gives users an easy way to view relevant projects, complete tasks and access the information they need based on their role.
Industry: Oil & Gas
Managing pricing agreements required keeping contract terms, annexes, pricing groups, validity periods and other key data aligned across multiple systems. We implemented a solution where contracts and all pricing-related information are managed in M-Files, synchronised with Microsoft SQL for complex price calculations, and launched directly into Business Central. This gives users a single place to manage contract data while ensuring pricing information remains accurate and up to date.
Industry: Information Technology
HR teams needed to manage employee documentation throughout the entire employment lifecycle, from job offers and employment contracts to amendments, training records and employee departures. We implemented a centralised solution where onboarding documents are automatically created from templates, employee information is connected through metadata, and all HR-related documentation is available from a single employee record.
Industry: Investment Management
Investment teams in the US relied on large volumes of risk assessments, legal records and client information when managing investment portfolios. We implemented a structured information management solution that brings investment documentation, legal entity records and supporting documents together in a single repository.
What our clients say
Prije M-Filesa imali smo problem s dupliciranim podacima i nedostatkom centralne evidencije ugovora. M-Files nam je omogućio strukturiran unos podataka, integraciju s ERP-om za projiciranje Cash flowa i Računa dobiti i gubitka, te automatizaciju prodajnih i nabavnih procesa. Suradnja s Unitflyem bila je odlična – brzo su razumjeli naše procese, a komunikacija i stručnost bili su na vrhunskoj razini.
Head of ICT, Energia naturalis d.o.o.
I most appreciate that, besides being able to meet any technical requirement we as a company put forward to them, they are constantly involved in key business processes and their ideas improve our business. All praise for their support and quality.
General director, Inpro d.o.o.
Sometimes, a simple authentication of an invoice could last a month, and now that’s solved in just a few clicks.
Head of Software Support, Aluflexpack Novi
The measurable business impact of M-Files
Independent research by Forrester Consulting assessed the potential business impact of M-Files based on customer interviews and a composite organization.
How we reduce implementation risk
From in-depth analysis to seamless implementation, we ensure every step is tailored to your needs, with continuous feedback for optimal results.
Understand the process and requirements
We start by understanding your current process, business requirements, existing systems and organizational constraints.
Validate the solution before full implementation
We demonstrate the proposed solution using your actual process and, where appropriate, use a pilot to validate functionality and usability before wider rollout.
Implement and integrate with your environment
We configure the solution, connect it with your existing systems and prepare users for adoption. After implementation, we continue to support and adapt the solution as your needs evolve.
Have a similar process you want to improve?
Tell us how the process works today and where the challenges occur. We can help you assess how to simplify it, connect it with your existing systems, and build a solution around your requirements.
