Many Industries Still Rely on Paperwork—But Why?

In many industries, business operations still rely on filling out and shuffling paper documents. Various inspections and reports are often completed at field sites across Finland, but it can take a long time for those documents to reach headquarters. Technical reports are sometimes only partially filled in at the site and completed in more detail later.

The broader the operation and the longer documents float around, the more prone the process becomes to errors. Papers can be damaged or lost, and many important observations forgotten. These errors can be costly—in the form of lost revenue or complaints—and in some cases, an entire work phase may need to be redone due to missing documentation.

With Gate Apps' mobile documentation, forms and reports can be filled out directly on-site using any mobile device, helping to prevent oversights, confusion, and lost documents. It also speeds up and streamlines the process: instead of handling paper notes and manually processing documentation, data is stored instantly, necessary reports (including images) are sent forward immediately, and everything is easy to find in one place.

The efficiency of this solution is well demonstrated by Icopal Katto Oy, where the time required to produce 2,500 annual reports dropped to a third thanks to Gate Apps' mobile documentation.

Mobile Documentation: Not Just a Tool—A Complete Toolbox

Mobile documentation works as a standalone application but becomes truly powerful when integrated into the full lifecycle management of documents. It’s more than just a platform for logging information—it allows the entire workflow to be managed, from order handling and service execution to marking the job as completed, transferring information to the customer, and invoicing.

Typical use cases for mobile documentation include various field inspections, such as inspection reports, handovers, and transportation logs. It’s ideal for site managers, site orientation, maintenance and repair work, and supervisory or auditing purposes. In logistics, it can document the condition of outgoing goods and serve as proof in case of complaints.

Looking forward, mobile documentation also enables faster and more flexible quote generation directly on-site. This reduces the time spent by staff creating offers and ensures the customer doesn’t have to wait—potentially turning to competitors or changing plans altogether.

Ease of Use Makes Mobile Documentation an Invaluable Assistant

In today’s increasingly digital world, it's easy to feel overwhelmed by the number of apps, settings, and passwords—not to mention the fear of having to learn and integrate yet another complex system.

Gate Apps' mobile documentation requires no IT project to get started. It’s ready to use out-of-the-box, complete with document templates tailored to your company’s visual identity. The application can be linked to Microsoft user management for single sign-on, eliminating the need for separate passwords. Created documents can be automatically transferred to Microsoft’s document management system. All data is stored securely in data centers and is always accessible.

Additionally, Gate Apps brings strong capabilities in utilizing geographical data. The app can indicate where an inspection was performed, where tasks still remain, and visualize all of this on a map view.

As the cherry on top, Gate Apps generates clear, professional-looking printouts with minimal effort. Because subcontractors and partners can also be included as users, processes become smoother—and they too can produce documents in line with the company’s brand identity.

Why fight a paper war, when everything can be handled with the push of a button—right from the field?

"The efficiency of this solution is well demonstrated by Icopal Katto Oy, where the time required to produce 2,500 annual reports dropped to a third thanks to Systems Garden's mobile documentation."