Inboxes and downloads
Documents live in email. Statements get downloaded and forwarded. Renewals are remembered, or not.
Expired licences and lapsed insuranceHours a month spent forwarding
FLOWING DOCUMENTS / GOODOPS MODULE 08
Launching soon · early access open
Your documents
are moving.
Mostly by
hand.
Bank statements downloaded and emailed to the bookkeeper. A business licence that expired because the renewal went to an old inbox. The insurance certificate sent to the same client four times. Flowing Documents gives you one view of every recurring document, where it lives, and where it needs to move to, and then moves it.
Built for organizations that have outgrown "someone will sort it."
Built around Dext or your own file system as the single home, with every destination connected.
Where did the insurance certificate go?
Bank statementsMonthly · 3 accounts
Business licenceRenews March · city
Insurance certificateClients ask monthly
Friday, 11:20 am
FIG. 01 / FILED IS NOT THE SAME AS FLOWING.
"Is our liability insurance current?"
Yes, until 14 June. Certificate on file. Renewal reminder set for April.
Illustrative. Your data stays yours.
Most organizations we meet have the documents.
Nobody has the map.
Works with the inboxes and file systems you already have.
Dext is our default home for financial documents. Everything else lives
in your Drive or SharePoint, with a map on top.
DextGoogle DriveSharePointHubdocGmail · OutlookDocuSign
NOT ANOTHER FOLDER STRUCTURE
You don't need
a tidier folder.
You need documents that move themselves.
Filing isn't the problem. Flow is. A bank statement needs to reach the bookkeeper. A licence needs to renew. An insurance certificate needs to reach the client who asked. Each is a small move, done by hand, dozens of times a month. We map every one and make it automatic.
THE FLOWING DOCUMENTS WAY08 / 11
✓Map every recurring document and its destinationFirst
✓Give each one a home and an ownerThen
✓Move it there automatically, and warn before it expiresAlways
One view.
Nothing expires unseen.
Your files stay in your systems. We add the map and the movement.
WHERE ARE YOU TODAY?
Three stages.
Most organizations are stuck on two.
Having a shared drive is the easy part. Knowing what's in it, what's current, and what needs to move next is what's missing.
A drive, but no map
Files are saved somewhere. Nobody knows which version is current or where it needs to go next.
Same certificate sent four timesBookkeeper still asks for statementsRenewals found when something breaks
Documents that flow
Every recurring document has a home, an owner and a destination. It moves there on its own. Expiries warn in advance.
One view: status, owner, next moveStatements reach the books unaskedRenewals handled 60 days out
Flowing Documents takes you from two to three in six weeks.
THREE STEPS. ONE MAP.
Map it. Home it.
Move it.
We inventory every recurring document, give each one a home and a destination, and connect the movement so it happens without a human forwarding anything.
01
Map it
A two-week inventory of every recurring document: statements, licences, permits, insurance, payroll filings, contracts, tax notices. For each: where it arrives, where it should live, who needs it, when it expires. The result is one page the owner can read.
Is our liability insurance current, and who has the certificate?
Ask it anything. Try it.
02
Home it
Financial documents land in Dext and flow to the ledger. Compliance and people documents live in a governed folder with versions. Every item gets an owner and an expiry date. Old copies archived, duplicates retired, permissions set so the right people can see the right things.
03
Move it
Bank statements fetched and filed automatically. Insurance certificates sent from one current version. Renewal reminders at 60 and 30 days to the owner, with the form. A monthly check that nothing has arrived in the wrong place.
WHAT YOU GET
Not a filing system.
A map that moves things.
Measured, not promised. Every one of these is checked with you before we call it done.
One view of
every document.
Status, owner, current version and next move for every recurring document. The question "do we have that?" gets a yes and a link, not a search.
Movement without
forwarding.
Statements reach the books. Certificates reach the client. Filings reach payroll. On their own, from one current version.
Nothing expires
unseen.
Licences, permits, insurance and registrations warn 60 and 30 days out, to a named owner, with the form attached.
Pairs with Receipts & Expenses and Backups.
Financial documents flowing into Dext feed the books; everything mapped here is what Backups protects first.
HOW WE KEEP IT SAFE
The right people see
the right documents.
Documents carry bank details, personal information and legal exposure. These rules are agreed in week one and built into the folders.
01
Permissions by document type.
Payroll filings aren't visible to the whole organization. Insurance certificates are. Set once, by rule.
02
One current version.
Every document has a single current copy. Old versions are archived, never deleted silently.
03
Every expiry has an owner.
A person, not a team. If they leave, the owner changes before they go.
04
Nothing leaves without a reason.
Documents sent to clients or agencies are logged: what, to whom, when, which version.
House rule
You own everything.
The prompts, the agents, the rules, the templates, the data and the accounts. Everything is set up in your tenant, in your name. Leave any time and take all of it; nothing GoodOps builds is a reason to stay.
Your tenantYour accountsNo lock-in
THE 30-MINUTE MINI-DIAGNOSTIC
Your rollout plan,
before you commit to anything.
Three questions: which documents recur, where do they arrive and where do they need to go, and what systems already hold them? Every tool lands in one of four states. That list is the plan.
Activate
You have it. It's off.
Dext, Hubdoc or bank feeds exist but aren't connected. We finish the wiring.
e.g. Dext, Hubdoc, QuickBooks bank feedsOptimize
It's on. Still forwarded.
Files are saved but every move is manual. We automate the routes.
e.g. A shared drive with no owners or expiriesMigrate
Three places for everything.
Inboxes, a drive and a desktop. We bring it into one map.
e.g. Email folders, Dropbox, laptopsGood to go
Already working.
Your file system and ledger. We add the map on top.
e.g. Google Drive, SharePoint, QuickBooksWe run this on ourselves.
GoodOps' own licences, insurance and statements flow through the same map. We know the renewal dates because the map does.
6 WEEKS, THEN IT JUST RUNS
Clear steps.
A clear "done" for each.
You approve before we move to the next step. We start with one team or one cycle, prove it, then roll it out to everyone.
Weeks 1–2
Map
Inventory of every recurring document: where it arrives, where it lives, who needs it, when it expires. Owners agreed.
Weeks 3–4
Home
Financial documents into Dext and the ledger. Compliance and people documents into governed folders with versions. Duplicates retired.
Weeks 5–6
Move
Automatic fetching, filing and sending live. Renewal reminders set. The one-page view handed to the owner.
Ongoing
Looked after
Runs on your GoodOps retainer. Monthly check that nothing landed in the wrong place; new document types added as they appear.
HOW IT'S SOLD
Typically CAD 8k–16k, fixed after the mini-diagnostic.
Then Flowing Documents runs on your GoodOps fractional retainer. The inventory and the move into a single home are part of the module, not an extra line.
The mini-diagnosticThirty minutes. Where the problem lives today, where it needs to go, and a four-state plan for every tool.
Free30 minutes
Set-up & rollout6 weeks. Fixed after the mini-diagnostic, based on your size and how many places the problem lives today.
CAD 8k–16ktypical, fixed after the call
Looked afterIncluded in your GoodOps retainer: checks, quality reviews, new features, a named contact.
Retainerno separate care fee
Software: Dext runs CAD 30–60 per month for most small organizations; your file system is what you already pay.
FAIR QUESTIONS
Before you
say yes.
The things owners ask us on the first call.
We already have a shared drive. Isn't this just better folders?
Folders are where documents sit. This is about where they need to go, when they expire and who owns them. The map plus the automatic movement is the product; the folders are just where it lives.
Why Dext?
For financial documents it's the best inbox we know: forward a statement or a bill, it reads it, files it and sends it to the ledger. For non-financial documents we use your Drive or SharePoint with a map on top.
What documents are usually on the map?
Bank and card statements, business licences and permits, insurance certificates, WorkSafe and payroll filings, contracts and leases, tax notices, vehicle and equipment registrations. Most organizations have 25–40 recurring items.
Can our accountant and bookkeeper see it?
Yes, with read access to the financial part from day one. Statements reaching them without asking is usually their favourite part.
What happens when a document expires?
The owner gets a reminder at 60 and 30 days with the renewal form attached. If nothing changes by the expiry date, the business owner hears about it too. Nothing expires unseen.
What does it cost?
The 30-minute mini-diagnostic is free. From it you get a fixed price for the six-week set-up, typically CAD 8,000–16,000 depending on how many recurring documents and destinations you have. Once live, it runs on your GoodOps retainer.
ONE VIEW. NOTHING EXPIRES UNSEEN.
Stop forwarding
the same
statement.
Book the 30-minute mini-diagnostic. We'll sketch which documents recur, where they need to go, and give you a four-state plan for every tool.
A conversation about your organization.
Not a demo of software.