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Frequently asked questions

A digital transformation strategy typically includes elements such as technology adoption, process automation, data analytics, cultural change, and customer-centricity. Workflo Solutions assists businesses in developing and implementing holistic digital transformation strategies to achieve their objectives. 

Automated invoice processing automates the capture, validation, and processing of invoices to accelerate the accounts payable process and improve accuracy. Workflo Solutions offers automated invoice processing solutions to streamline financial operations.

Retention management involves establishing policies and procedures for managing the lifecycle of documents and records, including retention periods and disposal. Workflo Solutions assists businesses in developing retention management strategies to comply with legal and regulatory requirements.

Once a business process is completed, the resulting document transforms into a record. This record can also encompass associated photos, videos, and other elements. Records serve as evidence that an individual, business, non-profit organisation, or governmental body has carried out a particular action, such as completing a transaction or signing a contract.

Records are maintained in their final state for potential future verification needs. To maintain their integrity, they are generally not altered or amended. Records undergo both internal and external audits to ensure compliance with relevant industry standards, as well as state and federal regulations. Implementing a document management system enables your organisation to digitise and securely archive both documents and records.

Digital transformation is all about using technology to improve how your business works day-to-day. That could mean automating manual tasks, moving to the cloud, improving cybersecurity, or adopting smarter workflows. For Scottish businesses, it’s a must-have to stay competitive, efficient, and ready for future growth.

 

We work with a wide range of industries including professional services, finance, healthcare, manufacturing, education, and the public sector. Whether you're a small legal firm in London or a school trust in Glasgow, we tailor solutions to match your industry’s unique challenges.

 

Definitely, not just for the big guys. In fact, SMEs are the ones who benefit the most, we help smaller businesses punch above their weight by modernising their tech, streamlining operations, and improving customer experiences with affordable, scalable solutions.

 

Yes! We don’t just throw tech at a problem. We sit down with you, map out your current state, and build a realistic, phased roadmap. It’s all about solving today’s headaches while preparing you for tomorrow’s opportunities.

 

Absolutely. New systems are only useful if your team knows how to use them. We provide hands-on training, user guides, and ongoing support so your staff feel confident, not confused.

 

Yes! With our HQ in Livingston and offices across the UK, we’re right on your doorstep. Whether you need in-person workshops or remote strategy sessions, we’ve got you covered.

 

That’s where we come in. Book a free consultation and we’ll assess your current systems, identify gaps, and show you where a few smart changes could make a huge impact. Not sure if it’s the right time? Give us a call and we’ll talk through it with no pressure.

Yes. Our solutions integrate seamlessly with platforms like Microsoft 365, SharePoint, Sage, QuickBooks, and more. We make sure your new system fits around your current tools, not the other way around.

 

We’re a DocuWare Partner, and we love it for good reason, it's secure, scalable, and user-friendly. But we’re not limited to one solution. If you need something different, we’ll find the right fit for you.

 

Very. All documents are encrypted, access is controlled by user roles, and you get a full audit trail of every action taken. It’s actually more secure than paper filing or local network drives.

 

Yes! We provide document scanning and digitisation services to get your paper files into the system quickly and efficiently. You don’t have to lift a finger, we’ll handle the heavy lifting.

 

No worries. Let’s have a chat. We’ll look at how you currently handle documents and see if a solution like DocuWare would actually save you time and money. No pressure—just honest advice.

Zero Waste Recycling focuses on recycling and repurposing printing materials to minimise environmental impact and promote sustainability. Workflo Solutions helps businesses implement eco-friendly printing practices through our Zero Waste Recycling program.

Implementing a Managed Print Service (MPS) system can significantly reduce your organization's printing expenses, often by up to 30%, through a structured four-phase process. MPS provides an all-encompassing solution, including repair, maintenance, and supplies, for a predictable monthly fee.

If you're uncertain about switching to MPS, consider your current printing workflows and the time your IT team spends on maintaining desktop printers instead of focusing on critical projects.

Viewing printers and document devices as disposable assets can be costly over time. A well-managed MPS system handles all printer maintenance needs, from managing supply costs to deciding whether to repair or replace equipment, ultimately saving you money.

Even small businesses can benefit from Managed Print Services (MPS) since printing and scanning are essential for any company. Each printer fleet is unique, so a trained technician will start with a consultation to understand your specific printing needs and improve your current process. After assessing your business's printer usage, the MPS provider will collaborate with you to find the most efficient solution for your company's requirements.

As a small business owner, you might not always be aware of the print volume your employees generate, which can overwhelm your in-house equipment. These metrics are crucial as they can impact productivity and profitability. Small businesses can reap numerous benefits from implementing MPS, such as:

- Customised printing reports and monitoring.
- Optimised printer fleet for efficient usage.
- Recommendations on the best equipment for their needs.
- Staff training on using printing devices, software, and remote printing solutions.

A new print device can still experience issues like paper jams, which are often due to high paper volume rather than the device's age. Such failures are typically not covered by the product's warranty as they fall under wear and tear. 

Keeping your printer's firmware updated is crucial. Ignoring updates can lead to issues like scanning malfunctions, poor print quality, or even network security breaches. While sometimes nothing may happen, the risks are significant.

We recommend establishing a regular update procedure for various printer brands and models. The latest firmware updates include essential security patches and performance improvements. MPS technicians understand the technology and the importance of keeping firmware up-to-date, ensuring your devices run smoothly and securely.

Mobile, remote, and WFH printing have become essential. Employees today expect technology that allows them to work from anywhere, including printing from endpoint devices like printers, scanners, or copiers.

If you need someone to print without being on your network, mobile device printing apps are the solution. This is useful in places like university libraries or hotel business centers, where users need to print via mobile. A good print services partner can help set up these applications. Users can upload to the mobile app or email the printer or copier directly.

Consult your MPS partner about mobile print solutions that accommodate different workflows and secure endpoint devices. This includes printing from MacBooks, cell phones, and tablets. Each user should have secure cloud access whether on WiFi or a network.

Managed Print Services take the hassle out of printing. We manage, maintain, and monitor your printers so you don’t have to. That means automated toner delivery, proactive maintenance, usage tracking, and full support—everything you need to print smarter and spend less.

We start with a free print audit to see exactly where you’re spending and wasting. Then we optimise your setup to reduce waste, cut energy use, and eliminate unnecessary devices. Most clients save up to 30% on print costs in the first year.

Both! You can lease top-tier devices from brands like Kyocera and Konica Minolta, and we’ll also manage the whole lifecycle, installations, support, servicing, and upgrades. It’s all covered in one easy-to-manage contract.

Our contracts include hardware, software, support, servicing, and toner supply. You get a dedicated account manager, full reporting on print usage, and next-day onsite support when needed. No surprise costs. Just simple, reliable print management.

Yes! Our Livingston HQ is ideal for clients across Edinburgh, Glasgow, Aberdeen, the Borders, and beyond. And with offices across the UK, we’re able to deliver quick, local support wherever you are.

Don’t stress, we’ve got your back. Our engineers are just a call away, and many issues can be fixed remotely. If not, we’ll be onsite quickly to get you back up and running. Downtime is kept to an absolute minimum.

Not at all. We handle the full transition, from auditing and device setup to user training and ongoing support. You don’t need to worry about a thing. If you’re still unsure, get in touch, we’ll happily walk you through it before you commit.

We do. We work with vendors who focus on low-energy, low-waste technology, and we offer services like toner recycling and PrintReleaf, which offsets your paper usage by planting trees. Sustainability is a big part of our print strategy.

Businesses outsource IT support to gain access to specialised expertise, reduce costs, improve scalability, enhance reliability, and focus on core business activities. Workflo Solutions offers proactive outsourced IT support to ensure optimal performance and security of your IT infrastructure.

A cloud call center solution enables businesses to manage customer interactions efficiently through cloud-based software and services, offering scalability, flexibility, and advanced features. Workflo Solutions offers cloud call center solutions to enhance customer service and satisfaction.

Managed IT services refer to outsourcing your IT operations to a professional provider like Workflo Solutions. From proactive monitoring and cybersecurity to software updates and IT support, we take care of everything so you can focus on running your business. It's ideal for Scottish SMEs looking to reduce downtime, cut IT costs, and improve performance.

Yes! We’re proud to be one of Scotland’s leading Managed IT Service Providers with a strong presence in Livingston, Edinburgh, Aberdeen, Glasgow, and beyond. Our local teams ensure fast response times and personalised support whenever you need it.Yes! We’re proud to be one of Scotland’s leading Managed IT Service Providers with a strong presence in Livingston, Edinburgh, Aberdeen, Glasgow, and beyond. Our local teams ensure fast response times and personalised support whenever you need it.

We prioritise speed and efficiency. Most support tickets are acknowledged within 15 minutes, and critical issues are often resolved within the hour depending on severity. With dedicated Service Level Agreements (SLAs), you're never left waiting.

Absolutely. Whether you’re running fully in the cloud (Microsoft 365, Azure, etc.), on-premise, or a hybrid setup, we manage everything from backups to endpoint protection. We also specialise in cloud migrations and ongoing support for hybrid environments.

 

Yes. Cybersecurity is built into every Managed IT package. From endpoint protection and patch management to firewall configuration and staff awareness training, we keep your business secure, compliant, and resilient.

 

Our pricing is completely scalable depending on the size of your business, the number of users, and your specific needs. We offer competitive and transparent pricing so there are no nasty surprises, and consultations are free if you’d like a quote.

 

Yes! While most issues can be solved remotely, we also provide onsite support across Scotland and the wider UK when needed. Our Livingston HQ puts us in a prime spot to support businesses throughout Central Scotland, Aberdeen, and the Borders. Plus, with offices across the UK, we’re well-positioned to respond quickly and cater to your IT needs no matter where you're based.

Yes. We’re a Microsoft Solutions Partner for Modern Work, which means we’re fully equipped to help with everything from Microsoft 365 migrations to SharePoint and Teams support. You get expert, certified guidance backed by one of the world’s leading technology platforms perfect for enabling secure, collaborative hybrid work environments.

Switching is easy. We’ll handle everything from data migration to onboarding with zero downtime. Our friendly team will walk you through every step and make sure the transition is smooth, with no disruption to your business. If you’re unsure how things will work, just get in touch, we’re happy to have a chat before you even decide if we’re the right partner for you.

Modern unified communications platforms typically include features like voice calling, video conferencing, instant messaging, presence management, file sharing, and integration with other business applications. Workflo Solutions offers advanced unified communications solutions with customizable features to meet your specific needs.

It’s old tech and is expensive for Openreach (and the general public) to maintain. People have also realised that PSTN no longer suits the demands of communications in our modern society, so it’s time for a national upgrade.

To prepare for The Big Switch Off, you should plan to stay ahead. It is important to evaluate your options as soon as possible to ensure you consider the budget, required features, infrastructure needs, and employee training. You should also understand the timeline and plans to ensure that you don’t fall behind. To learn more, read our detailed article here.

Unified Communications brings all your business comms, voice, video, chat, emails, and more,  into one single platform. No more bouncing between apps. Everything just works together, whether you're in the office or working remotely.

It cuts out chaos. With UC, your team can call, message, meet, and share files all in one place. That means faster decision-making, smoother collaboration, and better service for your customers. Plus, it’s more cost-effective than juggling separate tools.

Yes! We offer cloud-based VoIP systems that let you make and take calls from your desk, mobile, or laptop. You get all the features of a traditional system, call transfer, voicemail, auto-attendant, but with more flexibility and less cost.

Absolutely. As a Microsoft Solutions Partner for Modern Work, we can fully integrate Teams with your phone system. You’ll be able to make calls directly from Teams, turn chats into calls, and manage everything in one familiar interface.

We handle everything, from the initial setup and training to ongoing support and updates. If there’s ever an issue, our team’s on hand with remote help and UK-wide onsite support if you need it. You're never left hanging.

Totally. Unified Comms was made for hybrid working. Whether you're in the office, on the move, or at home, your team stays connected and productive. All you need is an internet connection, we’ll handle the rest.

We keep it smooth. Our team will scope out your setup, install and configure everything, then train your team so they’re comfortable from day one. Most transitions are done with zero downtime. If you’ve got questions, we’ll talk you through it beforehand, no pressure.

Yes! We work with businesses across Scotland and the wider UK, with offices around the country so we can respond quickly wherever you are. Whether you’ve got one location or ten, we’ll keep your whole team connected.

100%. Whether you’re growing from 5 to 50 or 50 to 500, we’ll scale your communications system alongside you. Add new users, features, or sites, no stress, no disruption.

Let’s have a chat. We’ll take the time to understand how you’re currently working, walk you through the options, and only recommend something if it makes sense. You don’t have to commit to anything, just reach out and we’ll talk it through.