Who we are

Documents Online Limited was formed in 2012 to meet the growing market for reasonably priced cloud based solutions. The Purchase Orders range has been well received in the market, both in the UK and abroad and we have clients of all sizes including manufacturers, retailers (including online), charities, construction companies and even golf clubs.

Today, under our brand Cloud B2B we are able to offer an increasingly wide range of tailored solutions that make up a complete family of business software, sharing the same design interface. We have available, as well as the Purchase Order and Purchase to Pay solutions, two HR solutions, Expense Management, a Time Log system, EDM software, with Contracts Management currently in development.

Our sister company The IPC Group group also provide UK Document Storage services with guaranteed service levels at cost effective prices, for over 20 years, to help manage their physical document storage needs. IPC Group have a secure, humidity controlled warehouse where boxes of paperwork are stored. Boxes in storage which need to be accessed can be retrieved and delivered to clients registered address locations by secure point-to-point courier.

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Trusted by a range of clients

How we work with you

We operate entirely remotely, from our modern offices in St. Ives, Cambridgeshire, sharing offices with our sister company, The IPC Group. IPC has been providing information management solutions and services since 1993.

For B2B solutions all client communication is carried out by phone, email and remote screen sharing sessions using Microsoft Teams to save time, reduce costs and our carbon footprint. We also record all sessions and send a copy as a record post meeting. We have no sales people, just dedicated system specialists and a support team, plus we publish our prices up front, so no surprises or time wasting. We pride ourselves on the quality of our work, delivering cutting edge solutions that make a difference for our clients.

Explore the capabilities of the Purchase Order System

Secure in our penetration tested UK private cloud, powered by Azure

Cloud B2B runs in a web browser over SSL, an encrypted communication channel that renders all transactions between your browser and our servers impenetrable. All cloud hosted systems are hosted on our secure Azure private cloud that has security and resilience and the heart of the infrastructure.

We have both software (local server firewall) and Azure network level firewalls with built-in DDoS protection and security management and monitoring using Azure Security & Defender for Cloud solutions, which uses cloud security posture management and cloud workload protection platform facilities. We also have employed Crest accredited experts to carry out PEN (penetration) testing on our applications and infrastructure to ensure you can have complete confidence in our systems.

Steps to getting a system

We operate a structured process for demonstrating, specifying and delivering our business fit solutions and systems.

Step 1

Free Demo

We introduce the system in a live Teams demonstration, giving your team a practical first look.

Live guided walkthrough
Recorded for internal review
Shared with colleagues afterwards

Step 2

Q&A Sessions

Key stakeholders can ask questions, explore scenarios and request a second demonstration if needed.

Follow-up questions answered
Additional demo sessions available
Helps teams build confidence early

Step 3

Specification

Once you want to move forward, we define requirements, workflows and the agreed build scope.

Detailed requirements agreed
Workflow diagrams prepared
Clear plan before build starts

Step 4

Review & Commercials

We review the specification and commercials together so everything is agreed before scheduling production.

Documents reviewed with you
Commercials agreed clearly
Project timing confirmed

Step 5

Build & Testing

Your system is built and internally tested before being shared for client review, training and sign-off.

System built to agreed scope
Internal testing completed
User review and training included

Step 6

Go Live & Support

Once approved, the system goes live and our UK support team is on hand for ongoing day-to-day use.

Structured go-live handover
Ongoing UK-based support
Helpdesk and ticket support available

Included with all Business Management Systems

Custom Dashboards

On log-in users can have a dashboard view of key information.
Data displayed is custom built based on the user's role in the organisation.
Power users can see all information for all companies / branches / departments.

Business Workflows

Workflows are custom designed to meet client business needs.
Ideal for ensuring accuracy and legitimacy of requested actions.
Approval, rejection or cancellation options at each stage to meet required business requirements and logic.

Advanced Searching

A wide variety of search facilities to gather information.
All meta-data can be queried and reported on.
Global search on the home screen provides a "quick find" option.

Custom Reporting

Custom designed reports provided as part of the system set up.
Information is laid out in a clear, easy-to-read manner.
Reports can be exported in a wide range of formats (including print).

Powerful Admin Tools

User administration tools including out-of-office control.
Easily add and administer new user accounts.
View user access logs.
Full control business workflow and system features.

Data Integration

Initial import of your existing data into your custom system solution when setting up.
Data can be exported in a format compatible with third party systems for easy to achieve integration or via customised and developed API integrations.

Video Training Material

User training via a series of concise but detailed videos.
Based on the client's approved and custom designed test system.
Videos available under the system "Help" section at all times.

Future-proof With Scalability

Add additional functionality as your business evolves.
Further customisation always available to suit changing requirements.
Hide functions to introduce later if not currently required.

Secure UK Data Storage

Systems hosted on our secure private cloud using Azure UK infrastructure.
Secure access provided through SSL encrypted connections.
Automatic additional backup to the Acronis platform for resilience.

Access Anywhere

Access the full, web-based software from any internet enabled device, including smartphones and tablets.
No equipment or software installations needed, allowing for quick and simple implementation.

Concurrent User Licensing

More cost effective than assigning individual licenses, helping reduce costs as staff change.
Licenses are shared across users based on active sessions, giving greater flexibility for your business.

Full UK Support

Cloud B2B delivers UK-based support through a secure web portal.
Dedicated support access is provided for your power users.
Use the portal to view account details and billing information.

A selection of our client case studies

Find out today how a customised Business Management System will improve your business processes

Please contact me to set up an initial discussion of our requirements / book a free online demonstration

Frequently Asked Questions

What cloud-based services/products do you offer?

We offer a range of cloud-based business management services such as:

Purchase Order and Invoice management software with optional goods receipting functionality.
HR & Employee management software to manage employee information.
Expense Management systems to track your company expenditure.
Contracts Management software to create and track progress of your contracts.
Document Management systems to secure your files.

What if I want to make changes to the system after it has gone live?

If you would like to make changes to an existing, live system, this can be carried out on an ad-hoc basis in which we discuss your required changes and provide a quotation depending on the anticipated level of customisation. We will then build the changes and subject to your approval, will arrange a time to implement these onto your live system.

How do we pay for our system?

We invoice the systems on a monthly basis and produce the invoice 60 days prior to the due date. Payment can be made via bank transfer.

What is concurrent licensing?

Concurrent licensing is a software licensing model where a company buys a limited number of licenses that can be shared across multiple users, but only a specified number of users can access the software at the same time. For example, if a business has 5 concurrent licenses, up to 5 users can use the software simultaneously, while any additional users would have to wait until one of those 5 slots become available.

This model is cost-effective for organisations with a number of users who do not need to use the software all the time, allowing them to avoid buying a license for every individual user.

How does system support work?

Every system comes with access to our system support portal with two users being given access to this. Within this portal you can raise support tickets, view billing information and administer your details.

Each system is supplied with an initial 'bank' of support time allocated to it, this bank is included within the cost of the annual support. If you exceed the annual support bank, more time can be purchased on an ad-hoc basis.

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