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Document Management Software for Charities

Charities and non-profits in the UK have specific responsibilities related to document management. They are under pressure to demonstrate accountability, transparency, and compliance with legal and regulatory requirements in order to maintain public trust and confidence in their work.

Charities generate high levels of paperwork and electronic files, and have high-levels of responsibility in terms of record-keeping.  All the documents generated such as grant applications, donation receipts, gift in kind forms, invoices, fundraiser details, etc. need to be kept securely, efficiently and compliantly.

Charities are facing new demands including the cost-of-living crisis effecting donations, alongside higher operational costs.  This, combined with an increase in service demand and employee workload means charitable organisation's should look to implement software that will take the strain off processes and staff.

Our document management software reduces administration costs, improves document and donor information security, and enhances productivity. This all equates to lower operational costs, employees with more time to focus on the important aspects of their job, and ultimately, more funds in the pot.

A document management system will digitally store all charity documents, removing the need for paper and a costly physical archive.

Learn More About Document Management

improving document securityThe system can be integrated with a CRM, finance or charity management system to link any document with a fundraisers record or invoice with a PO. 

This integration streamlines two databases into one system, simplifying information access and improving customer service.

Document management software will assist a charities' Finance and HR departments by effortlessly processing invoices, Gift Aid receipts and expense claims. 

We know that non-profit finance processes can be complicated. Unlike businesses, you have specific financial requirements that require very specific reporting and management.  This might include:

  • Complex partial VAT calculations and adjustments
  • Transparency of donor reporting
  • Cashflow pressures
  • Fund accounting
  • Multi-entity consolidation

By digitising documents and the associated processes, tasks and approvals can be automated by the system, removing manual or labour-intensive jobs that are often open to error.

The systems we provide almost always involve automated data capture and removing data entry where possible at the start of the process.

Data capture is a huge part of what we do with charities; implementing digital forms as well as extracting data from invoices, emails and other important documents. 

Charities can benefit from data capture in their document management software in a variety of ways:

  • Efficiency and Accuracy - data capture automation improves the process of collecting information, reducing the need for manual data entry.  This saves time and resources and minimises the risk of errors, leading to more accurate and reliable data. This is crucial for maintaining the integrity of donor records and program outcomes.
  • Streamlined Fundraising - enhance fundraising efforts by capturing donor information, preferences, and giving history efficiently. This enables charities to personalise communications, tailor fundraising campaigns, and cultivate stronger donor relationships.
  • Compliance and Reporting - charities are required to report on their activities, finances, and impact to regulatory bodies, donors, and other stakeholders. Document management software streamlines the collection and aggregation of data for reporting purposes, ensuring compliance and transparency.
  • Data Security and Privacy - document management software includes features for ensuring the security and privacy of sensitive information including bespoke user permissions, ensuring staff can only access necessary documentation applicable to their role.  This helps charities comply with data protection regulations, safeguard donor trust, and mitigate the risk of data breaches.

With our software, we've improved the audit process at The Woodland Trust.  Gift Aid forms and other important legal documentation are now securely stored and simple to find.  Retention rules have been applied to these documents, ensuring information isn't destroyed before it should be, or kept longer than legally required.

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The Reasons Charities Use Our Software

  • Reduction of document retrieval and processing times
  • Remove risk around data loss
  • Securely store Gift Aid declarations and easily link associated documents
  • Meet the legal guidelines set by UK law
  • Simple processing of volunteer and staff expenses claims
  • Save time and money on manual processes and document searches
  • Accurate data capture from incoming documents
  • Documents are stored and organised by document type, in a central location
  • Creation of a digital document database where all documents are securely backed up
  • No more risk of loss, damage, or even theft.
  • To free up valuable office space

Consider DocTech For Your Business Process Improvements

Wondering what success will look like with document management software?

From simple file management to full workflow solutions, document management software is the perfect solution for charities and non-profits that face an ongoing battle with efficiently storing and accessing documents.

Our document management systems are perfect for charities because they meet the legal requirements and can be customised to each organisation’s unique needs.

The easy access to documents our software provides often means charities include direct debit mandates and Gift Aid declarations amongst the information they store.

Gift Aid allows a charity to collect an additional 25% of the value of the donation from HMRC and is an important source of additional revenue.

Digital records can now be managed and maintained correctly for future auditing purposes.

For more information on how your charity can benefit from a document management system, get in touch.  You can book time in our diary or call 0161 647 7040.

Get In Touch

Perfect Solutions For Your Business!

We are industry experts with over 75 years of combined experience on our team. We have delivered success for hundreds of businesses just like yours.

Document Management

With DocuWare all your documents are stored and shared digitally. It’s faster, more transparent, and more efficient than traditional paper-based methods.

Go Paperless

Accounts Payable

Automate manual data entry, provide accurate data capture of incoming invoices and get real time information. Ensure your team has full visibility of the process from start to finish.

Streamline Accounts


To comply with industry regulations, we can help to manage document version control, provide a clear audit trail and know who was the last person to amend what document and when.

Comply With Regulations


We create digital workflows to meet an organisation’s bespoke requirements. We can provide an electronic system to track, edit, store and manage all documents associated with any  process.

Digital Processes

Paper Heavy

Reduce all associated paper costs and digitally store your documents in a secure and centralised location. Documents cannot be lost or duplicated and are readily available when you need them.

Reduce Paper Use

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Contact us now for more information 0161 647 7040