Businesses rely on documents and information to keep things moving but managing that information can get time consuming. As organizations grow, so can the number of files, forms, invoices, and processes employees have to keep track of.
If you've come across Square 9 and are wondering what it is or how it works, this guide provides a simple overview of the platform and some of the ways it can be used.
What Is Square 9?
Square 9 is a platform for managing documents and the information contained in them. It brings together document capture, storage, search, and workflow automation within one platform.
The platform is designed to support the movement of information through everyday business processes, from capturing a document to storing, finding, reviewing, or processing it.
How Can Square 9 Simplify Workflows?
Square 9 can be applied to a variety of business processes. Here are three examples.
Accounts Payable Automation
Square 9 can automate the three-way match between an invoice, purchase order, and receiving documentation. Rather than having someone manually compare the documents to verify that what was ordered was received and that the invoice matches, Square 9 can make that comparison in the background.
Using AI-driven extraction, the relevant information is pulled from each document and matched against the corresponding records. Once the match is complete, the invoice can continue through the defined approval process and ultimately generate an approved bill in the organization's accounting or ERP system.
Human Resources Automation
Square 9 can automate the flow of employee information throughout the employee lifecycle, from onboarding through an employee's departure. Instead of relying on HR teams to manually collect, organize, and route information, Square 9 can use web forms and workflows to move employee data and documentation to the appropriate people and systems.
Employee records can then be stored in a centralized repository with permissions that control who can access specific information. Square 9's platform is also designed to support organizations with compliance requirements, including SOC 2 and HIPAA.
A Digital Filing Cabinet
Square 9 can serve as a centralized location for documents that would otherwise be stored across filing cabinets, shared drives, email, or other locations. Documents can be indexed and searched, making it easier to locate specific information without manually sorting through files.
Access can also be controlled at the user level. For example, one employee may be able to view a document but not print or email it, while another may have broader permissions. This allows organizations to determine not only where documents are stored, but also who can access and interact with them.
The specific configuration depends on the type of information being managed and the process an organization wants to support.
Where Is Square 9 Used?
Square 9 can be used across industries where organizations manage large amounts of documents, employee information, financial records, or other document-based processes.
For example, in manufacturing, Square 9 can be used to manage purchasing and receiving documentation, quality records, and other operational documents. In healthcare, it can be used to organize and control access to sensitive records. Financial services and accounting teams can use it for document management and accounts payable workflows, while education and government organizations can use it to manage records and information across departments.
Square 9 is also used in real estate and property management, where teams often manage leases, property records, applications, and other documentation. The specific use depends on the organization's processes and the types of information it needs to be managed.
Managing documents and information is a routine part of running an organization, but the way that work is handled can vary considerably. Some processes may involve invoices and accounting systems, while others involve employee records, forms, or general document storage.
Square 9 brings these different functions together through document capture, information management, and workflow tools. Understanding how those pieces fit together provides a clearer picture of what Square 9 is and how the platform can be used.