[ Your functions · Administration & documents ]
Administration & documents
Your documents handle themselves.
An invoice received, a contract to review, a letter to file: so many small tasks that pile up and eat into your evenings. Drop in the document — nine agents read it, understand it, file it and take care of what comes next, without any re-keying.
No document gets lost, everything is indexed and can be found in two seconds. And nothing is signed or sent without your approval: CERVOX prepares, you decide.
Even the thorny cases — a tricky supplier contract, terms and conditions to redo, a complete file to put together for your accountant — CERVOX takes them on and hands you a ready-to-use deliverable. Hover over each card to see what it produces.
Hover over a card: it flips over and reveals the work already done. The requests are translated here for readability; in CERVOX, you make them in French.
PDF extraction
I’ve just received this supplier invoice as a PDF.
Automatic · Event-driven
Answer
Invoice read: supplier, amount excl./incl. VAT, VAT, due date, number extracted. Data sent to accounting — zero re-keying. Document archived.
Data + archiving
CERVOX
Quote drafting
Generate a quote for this customer request.
On request
Answer
PDF quote ready: detailed lines, VAT, terms, legal notices. Numbered and compliant. Approve, then send in one click.
PDF quote
CERVOX
Invoicing
This quote has just been accepted, make the invoice.
Automatic · Event-driven
Answer
Invoice generated automatically from the signed quote: continuous numbering, due date, IBAN. Ready to send, copy archived.
PDF invoice
CERVOX
Contract analysis
Before I sign, is there a trap hidden in this contract?
On request
Answer
Contract analysed: 3 risky clauses flagged (termination, penalties, tacit renewal). Plain-language summary + points to negotiate.
Analysis note
CERVOX
Terms and conditions drafting
I need terms and conditions for my business.
On request
Answer
Complete terms and conditions drafted for your sector: payment, delivery, withdrawal, disputes, GDPR. Compliant with French law, to be reviewed.
Terms and conditions document
CERVOX
Legal agent
Draft me a service contract.
On request
Answer
Service contract generated: parties, purpose, duration, price, obligations, termination. Secure standard clauses, fields to complete flagged.
PDF contract
CERVOX
Archiving
Where is the contract signed with this customer last year?
Automatic · Event-driven
Answer
Document found in 2 s, filed by customer/type/date. Direct link provided. All your documents indexed and instantly searchable.
Document filed
CERVOX
Legal compliance
Am I up to date on my mandatory notices and registers?
Automatic · Monthly
Answer
Compliance audit: 2 missing notices detected, staff register to update. Templates provided, deadlines reminded.
Checklist + templates
CERVOX
Notes & intelligence
Turn these notes into a clean document.
On request
Answer
Notes structured into a clear document: headings, key points, actions. Formatted, ready to share or archive.
Document
CERVOX
Termination letter
I want to cancel a subscription / supplier contract.
On request
Answer
Termination letter drafted: references, reason, notice period respected, registered mail suggested. Ready to print or send.
PDF letter
CERVOX
Custom certificate
A customer is asking me for a certificate.
On request
Answer
Certificate generated (attendance, service, payment…) with your details and legal notices. Dated, ready to sign.
PDF certificate
CERVOX
Purchase order
Create a purchase order for this supplier.
On request
Answer
Complete purchase order: product references, quantities, negotiated prices, delivery terms. Numbered and archived.
PDF order
CERVOX
Review of a received contract
My customer is sending me their own contract to sign.
On request
Answer
Customer’s contract scrutinised: imbalances pointed out, unfavourable clauses highlighted, counter-proposals drafted.
Annotations
CERVOX
Mail digitisation
I have a pile of paper mail to deal with.
Automatic · Event-driven
Answer
Each photographed letter is read, filed and summarised. Urgent items flagged, deadlines extracted, the rest archived. Pile cleared.
Summaries + archiving
CERVOX
Amendment
An existing contract needs to be changed.
On request
Answer
Amendment drafted: amended clause, new terms, reference to the original contract. Consistency checked, ready for signature.
PDF amendment
CERVOX
Missing document reminders
Which documents am I still missing from my customers/suppliers?
Automatic · Weekly
Answer
5 missing documents detected (Kbis, URSSAF certificate, bank details…). Personalised reminder sent to each contact.
Reminder emails
CERVOX
Legal notice update
Is the legal notice on my website up to date?
Automatic · Quarterly
Answer
Legal notice audited: SIRET, share capital, host, mediator. 2 outdated items corrected, compliant version provided.
Compliant text
CERVOX
Complete customer file
Prepare this customer’s complete file for my accountant.
On request
Answer
File assembled: quotes, invoices, contracts, correspondence, payments. Filed chronologically, exported as a single PDF.
PDF file
CERVOX
Reusable template
I keep redoing the same type of document.
On request
Answer
Template created from your past documents: variable fields identified. Next time, you give 3 pieces of information and the document is ready.
Template
CERVOX
Document GDPR compliance
Do my documents comply with the GDPR?
Automatic · Monthly
Answer
GDPR notices checked on quotes, contracts, forms. 1 missing consent clause added. Processing register up to date.
Report + clauses
CERVOX
Delivery note
Generate the delivery note for this order.
On request
Answer
Delivery note generated from the order: items, quantities, address, tracking number. Customer sign-off planned, copy archived.
PDF delivery note
CERVOX
Monthly admin recap
What happened on the admin side this month?
Automatic · Monthly
Answer
Monthly recap: 34 documents processed, 12 invoiced, 3 contracts signed, 2 deadlines coming up. Nothing slipped through the cracks.
Summary
CERVOX
Supplier quote comparison
I’ve received 3 supplier quotes, which one should I choose?
On request
Answer
Clear comparison: prices, lead times, terms, guarantees lined up in a table. Best value for money recommended, with reasoning.
Comparison table
CERVOX
Signature tracking
Which documents are still awaiting a signature?
Automatic · Weekly
Answer
7 documents pending: 3 on the customer side, 4 on the supplier side. Signature reminder sent, status tracked until receipt.
Tracking + reminders
CERVOX
[ And this is only a glimpse ]
These are just a few examples. Every document that enters or leaves your company has its agent: invoice, contract, letter, certificate, declaration. Whatever the case, CERVOX handles it — and hands you the deliverable.
CERVOX handles every scenario: it automates day-to-day work as well as the most complex situations, the ones you thought were impossible to delegate. Describe yours, and it takes it on.
[ Your functions ]
Explore the other pages in this section:
Sales & customers
Administration & documents
Steering & anticipation
HR & organisation
Finance & compliance