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Every document, exactly where it should be

Therefore is a document management system that captures information from paper and digital sources, files it automatically, and makes it findable in seconds. It manages your records, runs your approval workflows, and works hand in hand with Microsoft 365 and your scanners and photocopiers.

Talk to us about Therefore

What is Therefore?

Therefore turns the filing cabinets, shared drives and inbox attachments your business runs on into one organised, searchable system. Information comes in from everywhere: scanned at the photocopier, fed through a desktop scanner, picked up from email, or dragged in from Word and Outlook. As it arrives, Therefore reads the data straight off the page, indexes it, and files it in the right place automatically.

Once captured, information is genuinely managed rather than just stored. Every document keeps its version history and audit trail, retention rules look after your records obligations, and role-based permissions control who sees what. Approval workflows route documents to the right people with reminders and escalation, so decisions keep moving.

Retrieval is where your team feels it every day. Full-text search finds any contract, delivery docket, employee file or invoice in seconds, from the desktop, a browser, the copier panel or a phone. And because Therefore integrates with Microsoft 365, your people can save, search and retrieve without leaving Outlook, Word or Teams.

GBS designs, installs and supports Therefore locally, on your own server or as Therefore Online in the cloud.

What Therefore does for your business

The everyday capabilities our clients lean on most.

Information capture

Capture from your photocopier, a desktop scanner, email or the desktop. Therefore reads the data straight off the page, names the document, and files it automatically. No typing, no misfiling.

Document storage & retrieval

Every document indexed and full-text searchable. Find a contract, docket or employee record in seconds from your desk, the copier, or your phone.

Microsoft 365 integration

Save and retrieve documents from inside Outlook, Word, Excel and Teams. Therefore sits alongside the tools your team already lives in, not in competition with them.

Workflow automation

Route documents for review and approval automatically, with deadlines, reminders and escalation, so nothing sits in an inbox waiting to be noticed.

Records management

Retention rules keep records exactly as long as regulation requires, then archive or dispose of them properly. Audit-ready at any moment.

Version control & audit trails

One current version of every document, a complete history of every change, and a record of who viewed, edited and approved what.

From paper to filed, in one pass

Your scanners and photocopiers become capture points for the whole business. Drop a document on the feeder and Therefore does the rest.

Scan it

One touch on the copier panel or desktop scanner. Batches, double-sided, mixed sizes; the feeder handles the lot.

Read straight off the page

Names, dates, reference numbers and amounts are scraped from the document itself and become searchable index data.

Filed automatically

The document lands in the right category with the right permissions and retention applied. No naming conventions to remember, no lost files.

Or straight into a workflow

Captured documents can trigger a process on arrival: an approval, a review, a task for the right person.

Smart Capture · One capture engine, many uses

A favourite example: accounts payable

Smart Capture is the intelligent reading engine inside Therefore, and invoices are where many clients see it shine first. The same approach works for delivery dockets, forms, applications and any document your business processes in volume.

Reads every invoice

Invoices arriving by email or scanned at the copier are captured automatically. Smart Capture extracts the supplier, ABN, invoice number, line items and totals. No templates to maintain, no re-keying.

Routes for approval

Each invoice is assigned to the right approver based on your rules: by supplier, department or amount. Approvers get a reminder, managers get visibility, and month-end stops being a chase.

Syncs to Xero

Approved invoices flow straight into Xero coded and ready to pay, with the source document attached and archived in Therefore. One version of the truth, from inbox to audit.

Is Therefore right for your business?

It earns its place in any organisation that:

  • Still keeps important documents in filing cabinets, shared drives or one person's inbox
  • Wants paper captured, read and filed automatically from the scanner or photocopier
  • Has compliance or records obligations, such as retention schedules, audits or quality systems
  • Needs sign-offs and approvals that currently happen by email (or don't happen at all)
  • Lives in Microsoft 365 and wants documents managed without leaving Outlook, Word or Teams
  • Processes documents in volume, whether that's invoices into Xero, dockets, forms or applications

Common questions

What is Therefore?

Therefore is a document management system (DMS) from the Canon group. It captures information from scanners, photocopiers, email and desktop applications, stores documents securely with full version history, automates approval workflows, and manages records retention. GBS supplies, implements and supports Therefore for businesses across South West Victoria and beyond.

Can it really capture data straight off the page?

Yes. When a document is scanned at the copier or a desktop scanner, Therefore reads the content, extracts key data such as names, dates, reference numbers and amounts, and files the document automatically using that data. The same works for documents arriving by email.

Does Therefore integrate with Microsoft 365?

Yes. Your team can save, search and retrieve Therefore documents from inside Outlook, Word, Excel and Teams, so document management happens in the tools they already use rather than another system to remember.

Does Therefore integrate with Xero?

Yes. Using Smart Capture, supplier invoices are read automatically, routed for approval, and synced into Xero coded and ready to pay, with the original document stored in Therefore. It removes most of the manual data entry from accounts payable.

Is Therefore cloud or on-premise?

Both. Therefore Online is the cloud edition with nothing to host, while the on-premise edition runs on your own server if your data needs to stay in-house. GBS will recommend the right fit for your infrastructure and compliance needs.

Does it work with our existing copiers?

If you run Canon multifunction devices, Therefore integrates directly with the panel: scan a document and it lands indexed in the right place. Other brands can feed documents in through watched folders and email capture.

Also part of our print software toolkit: PaperCut print management  ·  uniFLOW Online

See Therefore on your documents

The best way to understand Therefore is to see your own paperwork flowing through it. Tell us how documents move through your business, where they pile up and who approves what, and we'll show you what that looks like captured, filed and automated.

Prefer to talk? Call us on 03 5562 8233