"Send It to Me by Email" — A Sentence Costing Companies Thousands of Hours
In the average company, documents are exchanged via email, messaging apps, and various communication channels. The accountant needs an invoice — it arrives on a chat app. The director needs a contract — someone finds it in an old email. Delivery note? Somewhere in an attachment from 3 months ago.
This "works" — until it doesn't. And it always stops working at the worst moment: during a tax audit, review, or when a client requests proof of delivery.
7 Problems with Sending Documents by Email
1. Documents Get Lost in the Inbox
The average business user receives 120+ emails daily. An invoice from a month ago is buried under hundreds of other messages.
2. No Version Control
A colleague sends contract v1. You get correction v2 by email. The client sends comments via chat. The final version is... where?
3. No Access Control
Once you send a document by email, you lose control over it. Who forwarded it? Who saved it on a personal laptop?
4. Limited Storage
Free email storage fills up quickly when every invoice is 2-5 MB and delivery notes contain product images.
5. Search Doesn't Work for Scanned Documents
A colleague scans an invoice and sends it as an image. Email can't search text within that image.
6. No Categorization
Email doesn't distinguish an invoice from a proposal, a contract from meeting notes. All documents are just "attachments."
7. Legal Non-Compliance
Archiving laws require documents stored by category with defined retention periods. Email meets none of these requirements.
The Solution: Centralized DMS
- One place for all documents — no more "where did I send that?"
- AI search — describe the document in words, the system finds it
- Automatic classification — the system recognizes document types
- Client portal — instead of email, clients upload directly to your system
- Access control — who sees what, with complete audit trail
Conclusion
Email was made for communication, not document management. Every time you send an invoice by email, you create an uncontrolled duplicate.
Arhivix replaces email and messaging apps for document exchange. Clients upload through a portal, teams access through the DMS, and AI finds any document in seconds. Try it free — 14 days, no credit card.
