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Features

FileFlow is an automated document collection system. It is very cost-effective, convenient and easy to use.

According to existing FileFlow users, the system reduces staff costs for document collection and time wasted by about 70%.

FileFlow uses emails and templates to collect bundles of documents. It is flexible and can easily be adapted to the particular needs of any business, professional firm or organisation.

The system keeps track of any outstanding documents and sends follow-up reminders to clients at predetermined intervals.

FileFlow can be used by any enterprise where collecting documents is paramount for conducting its primary business.

This includes lawyers, accountants, banks, large corporates, BEE verification agencies, wealth managers, attorneys, accountants, property brokers, insurance assessors, academic institutions and many other enterprises where documents must routinely be collected.

Benefits

  • Staff productivity vastly improved - collection costs reduced by approximately 70%
  • Easy to use - works seamlessly with current systems
  • Client documents collected much faster
  • Transaction turnaround time reduced - quicker billing and payment
  • Compliance significantly improved - better transparency, data protection and audit trail
  • Administrative errors avoided and “copy and paste” errors eliminated
  • Client experience is easy and convenient - avoids frustration of current process
  • Communication with clients in accordance with the firm's standards and style
  • Management can monitor document collection by staff remotely and in real time
  • FileFlow provides continuity by collecting documents even when staff are absent

Industries

Lawyers/attorneys/solicitors/legal practitioners

  • Client take-on / KYC procedure
  • Conveyancing
  • Debt collection
  • Billing

Accountants/auditors/bookkeepers

  • Client take-on / KYC procedure
  • Preparation of monthly accounts
  • Year-end and audit requirements
  • Tax returns - supporting documents
  • Billing

Large corporates

  • Updating supplier details

Specialised financiers

  • Client take-on / KYC procedure
  • Application forms, bank statements, IDs, pay slips, tax forms

Estate agents/realtors/property brokers/mortgage originators/property developers

  • Client information and documents

Banks/financial institutions/wealth managers

  • KYC/FICA procedure
  • Applications for finance
  • Annual facility reviews
  • Self-certification forms

Insurance claim assessors/loss adjusters

  • Documents required to process and assess claims

BEE verification companies

  • Audited financial statements, management accounts, tax clearance certificate, CIPC documentation

HR departments/recruitment agencies

  • Collecting CVs and supporting documents from candidates
  • New employee onboarding - employment agreement, tax information, ID

Education/schools/academic institutions

  • Applications for student enrolment and supporting documents

Project managers/business advisors/consultants

  • All project- and other documents required from clients

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Contact

Terms and Conditions



Glossary
FileFlow: meaning FileFlow Pty (Ltd), a registered company of the Republic of South Africa.
Storage: meaning disk storage, as provided by the Amazon S3 storage solution.
Website: meaning www.fileflow.net or subdomains of fileflow.net

Introduction

The Website Standard Terms and Conditions (“T&C”) written on this webpage are designed to manage your use of FileFlow and by using FileFlow, you agreed to accept all T&Cs written here. You must not use FileFlow if you disagree with any of these T&Cs. Minors or people below 18 years old are not allowed to use this Website.

Intellectual Property Rights

Other than the content you own, under these Terms, FileFlow and / or its licensors owns and hold the rights to own all the intellectual property rights and materials contained in this Website. You are granted a limited license only for purposes of viewing the material contained on this Website.

Restrictions

  • You are specifically restricted from all of the following:
    publishing any Website material in any other media;
  • selling, sublicensing and / or otherwise commercializing any Website material;
  • publicly performing and / or showing any Website material;
  • using this Website in any way that is or may be damaging to this Website;
  • using this Website in any way that impacts user access to this Website;
  • using this Website contrary to applicable laws and regulations, or in any way that may cause harm to the Website, or to any person or business entity;
  • engaging in any data mining, data harvesting, data extracting or any other similar activity in relation to this Website;
  • Sharing Website information that might, in FileFlow’s judgement, be deemed sensitive;
  • using this Website to engage in any advertising or marketing.
    Certain areas of this Website are restricted from being accessible by you and FileFlow may further restrict access by you to any areas of this Website, at any time, in FileFlow’s absolute discretion. Any user ID and password you may have for this Website isare confidential and you must maintain confidentiality as well.

Your Content

In these Website Standard Terms and Conditions, “Your Content” shall mean any audio, video, text, images or other material you choose to upload onto this Website.

Storage
FileFlow makes use of Amazon S3 storage, encrypted at rest to store user data.  S3 provides an uptime guarantee of 99.99% and a 99.999999999% durability of objects over a given year.  Translated, this means that if you store 10000 objects, you can on average expect to incur a loss of a single object every 10 000 000 years.  If this is not acceptable to you, and you’d like additional coverage, contact us.
System patching
Unless emergency maintenance is needed, FileFlow will perform system patches during out of office hours, which are defined as 8pm - 6am, GMT.  For such patches, we aim to perform them as quick as possible in order to minimize down time.  As patching is a regular occurrence, we will not be communicating patches with our clients every time.

No warranties
This Website is provided “as is,” with all faults, and FileFlow makes no representations or warranties, of any kind related to this Website or the materials contained on this Website.   Also, nothing contained on this Website shall be interpreted as advising you.

Limitation of liability
In no event shall FileFlow, nor any of its officers, directors and employees, shall be held liable for anything arising out of or in any way connected with your use of this Website, whether such liability is under contract, and FileFlow, including its officers, directors and employees shall not be held liable for any indirect, consequential or special liability arising out of or in any way related to your use of this Website.

Indemnification
You hereby indemnify FileFlow to the fullest extent from and against any and / or all liabilities, costs, demands, causes of action, damages and expenses arising in any way related to your breach of any of the provisions of these Terms.

Severability
If any provision of these Terms is found to be invalid under any applicable law, such provisions shall be deleted without affecting the remaining provisions herein.

Variation of Terms
FileFlow is permitted to revise these Terms at any time as it sees fit, and by using this Website you are expected to review these Terms on a regular basis.

Assignment
FileFlow is allowed to assign, transfer, and subcontract its rights and / or obligations under these Terms without any notification. However, you are not allowed to assign, transfer, or subcontract any of your rights and / or obligations under these Terms.

Entire Agreement
These Terms constitute the entire agreement between FileFlow and you in relation to your use of this Website, and supersede all prior agreements and understandings.

Governing Law & Jurisdiction
These Terms will be governed by and interpreted in accordance with the laws of the Republic of South Africa , and you submit to the non-exclusive jurisdiction of the courts located in the Republic of South Africa for the resolution of any disputes.