Paperless Office Solutions for OKC Construction
Running a construction business in Oklahoma City or Tulsa means dealing with piles of paperwork—blueprints, contracts, invoices, employee records, and safety reports. Studies show construction workers spend 1 to 1.5 hours per day searching for documents. That’s time you could use to manage projects, meet clients, or grow your business.
Paperwork also causes stress: lost files, missed deadlines, and the worry of complying with Oklahoma’s 10-year statute of repose, which requires keeping project records for a decade. Plus, OSHA (Occupational Safety and Health Administration) rules demand organized safety documents to avoid fines or project shutdowns. Smart Image Systems, a trusted copier and IT services provider in Oklahoma, offers Square 9 document management software to solve these problems. Square 9 helps you go paperless, saving time, reducing errors, and keeping your business secure and compliant.
What Is Square 9?
Square 9 is like a digital filing cabinet that makes managing documents simple and fast. Instead of digging through paper files or searching emails, you can store all your construction documents—blueprints, contracts, invoices, safety reports, and more—in one secure place. With Square 9, you can:
- Turn paper documents into digital files you can find in seconds.
- Organize everything so it’s easy to access, whether you’re at the office or a job site.
- Share files securely with your team or clients.
It’s built for construction firms, tackling challenges like tracking safety records or managing payroll.
Stay Compliant Without the Stress
Oklahoma’s 10-year statute of repose requires you to keep project documents, like plans and permits, for a decade to protect against legal issues. Storing paper files for that long is risky—they can get lost, damaged, or disorganized. Square 9 makes compliance easy by:
- Storing documents securely in the cloud, safe from fire, floods, or theft.
- Keeping files accessible for 10 years or more, so you’re always ready.
- Tracking who views or edits documents, which helps if you need proof in a legal situation.
Square 9 also supports OSHA compliance by organizing safety documents, which we’ll cover later. With Square 9, you can focus on your projects without worrying about compliance.
Keep Your Data Safe and Secure
Construction documents often include sensitive information, like financial records, client contracts, or safety reports. If these fall into the wrong hands, it could harm your business. Square 9 protects your data with:
- Encryption: A digital lock that keeps files unreadable without permission.
- Access Controls: Only authorized people can view or edit documents.
- Automatic Backups: Files are saved regularly, so you never lose them, even if something goes wrong.
This keeps your business safe from hackers, data breaches, or accidental leaks, giving you peace of mind.
Solve Everyday Problems with Square 9
Square 9 doesn’t just store documents—it solves the biggest paperwork problems construction firms face. Here’s how it helps key areas of your business:
Simplify Payroll Management
Payroll in construction is complex, with varying wage rates, overtime, and strict labor laws. Square 9 keeps all payroll records, timesheets, and employee contracts in one place. You can:
- Find payroll information quickly for accurate payments.
- Keep records secure, protecting employee personal information.
- Stay compliant with labor regulations by organizing all necessary documents.
No more scrambling for timesheets or worrying about payroll mistakes.
Streamline HR Processes
Managing employees, especially temporary or contract workers, creates a lot of paperwork. Square 9 organizes HR tasks by storing:
- Employee contracts and onboarding documents.
- Training records and certifications.
- Performance reviews and compliance forms.
This makes hiring, tracking training, and meeting HR regulations easier, saving time and reducing stress.
Boost Accounts Receivable (AR)
Getting paid on time is critical for cash flow. Square 9 helps manage client invoices by:
- Storing all invoices and payment records in one place.
- Setting up automatic reminders for overdue payments.
- Keeping client correspondence organized for quick follow-ups.
With Square 9, you spend less time chasing payments and more time on projects.
Simplify Accounts Payable (AP)
Paying suppliers and vendors shouldn’t be a hassle. Square 9 streamlines AP by:
- Automating invoice approvals, so the right people sign off quickly.
- Organizing receipts and invoices to avoid missing payments.
- Tracking payment history to prevent late fees or disputes.
This keeps supplier relationships strong and finances on track.
Ensure Safety Compliance with OSHA
Construction firms must follow OSHA regulations to keep workers safe, which means maintaining detailed safety records. Losing these documents can lead to fines, project delays, or even site shutdowns. Square 9 helps safety managers stay compliant by:
- Storing safety inspection reports, hazard assessments, and incident reports in one place.
- Tracking employee safety training completion to ensure everyone is certified.
- Organizing Material Safety Data Sheets (MSDS) for quick access during inspections.
- Keeping all safety documents up-to-date and compliant with OSHA standards.
With Square 9, your safety manager can quickly find and share records during OSHA audits, reducing stress and ensuring your site stays operational.
Automate Tasks to Save Time
Paperwork involves repetitive tasks, like sending invoices for approval or updating safety records. Square 9 automates these processes, so you can:
- Route documents to the right people without endless emails.
- Get alerts for tasks like invoice approvals or safety training deadlines.
- Track document status in real-time.
Automation means fewer errors, faster processes, and more time for your core business.
Work Better as a Team
Construction projects often involve teams at different sites or offices. Square 9 makes collaboration easy by letting you:
- Share documents securely with your team or clients, no matter where they are.
- Work on files together in real-time, ensuring everyone has the latest version.
- Comment on documents to keep communication clear.
This keeps projects moving forward, even with a spread-out team.
Get Started with Smart Image Systems
Square 9 is more than software—it’s a way to make your construction business more efficient, secure, and profitable. As a Sharp Platinum Level Service Provider, Smart Image Systems has the expertise to help Oklahoma construction firms succeed.
Ready to go paperless? Contact us at 405-619-0999 or visit smartimagesystems.com to schedule a free Square 9 demo. See how easy it is to transform your business!
FAQs
- What is document management software?
It’s a tool that stores, organizes, and helps you find digital documents quickly, so you don’t need paper files. - How does Square 9 help with Oklahoma’s 10-year document rule?
Square 9 keeps documents safe in the cloud for 10 years or more and tracks who accesses them, so you’re ready for legal needs. - Is my information safe with Square 9?
Yes, Square 9 uses strong security like encryption and access controls to protect data from hackers or unauthorized users. - Can Square 9 work with my other software?
Yes, Square 9 connects with tools like accounting software to make work easier. - How does Square 9 help with OSHA compliance?
Square 9 stores safety documents like inspection reports and training records, making it easy for your safety manager to stay compliant with OSHA rules.
Key Citations
Time Wasted Looking for Stuff Costs Construction