ViBe://REPLACE
Replace document management software with a system that works for your business.
SharePoint is complex, expensive, and requires dedicated administrators. Generic DMS tools charge per user or per storage tier. DocuSign charges per envelope. We build document management around your actual document workflows — generation, approval, signature, storage, and retrieval — for a fixed hosting cost.
What You Currently Pay
Document tools stack up in surprising ways.
A typical mid-size business might pay: SharePoint through Microsoft 365 ($12–$22/user/mo), a separate e-signature tool like DocuSign ($25–$50/sender/mo plus per-envelope fees), and a storage solution for unstructured files. The total for a 20-person team easily exceeds $6,000/year — for document infrastructure alone.
Beyond the cost, the workflow problem: these tools don't know about your documents' context. A contract in SharePoint is just a file. It has no connection to the client record in your CRM, the project in your PM tool, or the invoice in your billing system. Everything that should be linked is separate.
Template-based document generation — creating a contract from a deal record, or a proposal from a quote — typically requires expensive add-ons or manual copy-paste between systems.
What Gets Built
Document management as part of your workflow, not beside it.
- Document library with custom metadata, tags, and folder structures specific to your business
- Version history on every document with one-click restore and audit trail
- Template engine for auto-generating contracts, proposals, SOWs, and reports from live database records
- Approval and review workflows with role-based sign-off chains
- E-signature workflows built in — no per-envelope fees
- Linked document records — a contract attached to a deal, client, and project simultaneously
- Search across document content and metadata with custom filters
- Automated archiving and retention rules
Core Capabilities
Everything a DMS does, plus the context it usually lacks.
Hosting & Ownership
Your documents on your infrastructure.
Documents are stored in object storage on your infrastructure — AWS S3, Cloudflare R2, or equivalent. File storage costs are at infrastructure rates, typically a fraction of a cent per GB per month. The application server hosting runs at $50/month.
There are no per-user fees, no per-envelope fees, and no tiered storage pricing from a vendor. You own the storage account, the application code, and every document in the system.
Migration
Import your existing document library.
We export your existing documents from SharePoint, Google Drive, Dropbox, or any other source — preserving folder structure and available metadata — and import them into the new system during the build phase.
Active templates are rebuilt in the new template engine. Approval workflows are reconfigured to match your current process. The cutover is planned for a low-activity period to minimize disruption.
FAQ
Common questions about custom document management.
Can you replace DocuSign with a custom e-signature workflow?+
Yes. We build e-signature workflows using open standards. Documents are generated, sent for signature, and stored in your own system — no per-envelope fees, no monthly minimums, and no signature data living in a third-party cloud.
How do you handle version control for documents that multiple people edit?+
We build version history into every document record — every save creates a new version, and any version can be restored. Concurrent edit locking prevents two people from overwriting each other. The audit log shows who changed what and when.
Can the system generate documents automatically from data in our database?+
Yes. Automated document generation is one of the highest-value features of a custom system. Contracts, proposals, invoices, and reports can all be generated from templates using live data — eliminating copy-paste errors and manual drafting time.
What happens to our existing documents and folder structure?+
We migrate your existing documents into the new system during the build phase, preserving folder structure and metadata. Most document management exports support bulk download; we import from there and re-establish your organization structure in the new system.
ViBe://REPLACE
Documents that live inside your workflow, not outside it.
Custom document management with automated generation, e-signatures, version control, and linked records — built for your specific document types and approval processes. $50/month hosting, full source code ownership.