AI Auto-Indexing
Save time with pre-set tags and indexing terms to be assigned to your incoming files automatically with the help of artificial intelligence (AI) and machine learning.
Cloud-Hosting
Increase platform stability and security with cloud-hosting. Benefit from dedicated data center support staff that reduces the burden on your IT and eliminates the costs of hardware and on-site storage.
Seamless ERP Integrations
onPhase integrates with leading ERPs including NetSuite, Microsoft Dynamics, Business Central, Sage, SAP, Acumatica, CDK, and more, so financial documents and data stay in sync across systems.
Smart Data Capture
Replace manual data entry with smarter Optical Character Recognition (OCR) technology that intelligently reads and interprets specified data from incoming documents.
Secure Cloud Storage
Eliminate on-premise hardware costs and IT overhead with cloud-hosted accounting document storage. Dedicated data center support keeps your files available, backed up, and protected without burdening your internal team.
Custom Permissions & Access Controls
Safely store sensitive information with advanced and highly customizable security protocols. Grant variable access with tiered permissions that you determine.
Advanced Search & Retrieval
Quickly find the exact information you need amidst thousands of files with keyword and configurable search functions, making that make document retrieval easier than ever before.
Automatic File Routing & Workflows
Say goodbye to stacks of paper and messy email threads. Easily share information throughout your entire organization with custom workflows to fit your unique needs.
Anytime, Anywhere Access
Empower your team to work and collaborate more effectively from wherever they may be with 24-hour secured access to documents and data.
"onPhase has been such a tremendous savings on labor. Having these solutions in place makes life so much easier."
- SUBASH GHAMANDI, Senior Innovations Manager, Orange Lake Resorts
Explore how Orange Lake Resorts digitized record-keeping and revolutionized their document processes with the help of onPhase.
Which ERPs and accounting systems does onPhase document management integrate with?
onPhase integrates natively with leading ERPs and accounting platforms including NetSuite, Microsoft Dynamics and Business Central, SAP, Sage, Acumatica, Procede, and CDK, with additional connections available. Documents, metadata, GL codes, and approval status sync between onPhase and your ERP in real time, so your accounting team runs the full document lifecycle in one system without rekeying or version-control issues.
How accurate is onPhase's document capture, and what document types does it support?
onPhase uses AI-powered Smart Capture to capture header and line-item data with up to 99% accuracy across invoices, purchase orders, receipts, contracts, expense reports, journal entry support, HR records, and audit documentation. Smart capture handles structured and unstructured formats, scanned and digital files, handwritten content, and multi-language documents, and flags exceptions before they enter your ERP.
Can we configure auto-indexing and document routing to match our existing processes?
Yes. onPhase auto-indexes incoming documents using AI and machine learning based on rules you define, including document type, vendor, GL code, department, or custom metadata fields. Routing workflows can be configured by amount, department, document type, or any business rule, so documents move through your accounting, AP, HR, or operations processes exactly the way your team works today.
How does onPhase handle permissions and access controls for sensitive financial documents?
onPhase uses tiered, role-based permissions you define. Grant read-only, edit, or full access by user, department, or document type, so payroll, vendor, customer, and audit files are visible only to the people who need them. Every access event is logged with a time-stamped audit trail for internal and external review.
What compliance certifications does onPhase hold?
onPhase is SOC 1, SOC 2, HIPAA, and PCI compliant. Documents are encrypted in transit and at rest, cloud hosting includes dedicated data center support and disaster recovery, and a full audit trail captures every capture, edit, approval, and access event for compliance and audit readiness.
Can onPhase support configurable document retention policies?
Yes. onPhase supports configurable retention schedules aligned to your industry, regulatory, and internal compliance requirements. Set retention by document type, automate archive or deletion workflows, and produce retention reports for auditors on demand.
What does an onPhase document management implementation involve?
onPhase scopes every implementation to your document volume, existing systems, and ERP integration requirements rather than running a one-size-fits-all rollout. Phased migrations are supported, along with multiple integration methods including API, secure file drop, and direct access, so your team can bring the platform online in stages without disrupting day-to-day operations.
How is onPhase document management priced?
onPhase document management pricing is tailored to your document volume, the modules you need, your user count, and your ERP integration requirements. Pricing is provided as a custom quote following a short scoping call or demo.
