Digital Document Capture for Professional Services

Automate administrative tasks and link every receipt to the right project. With Troi, teams capture expenses and travel costs quickly and digitally, ensuring accurate project accounting and transparent billing with minimal effort.

80% Budget clarity at a glance
60% less manual work
40% more planning accuracy

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Troi approval request screen showing a booking with invoice details, supplier information, project assignment, total amount, and an attached document preview with approve and decline actions.

Why Document Capture Matters in Project-Based Work

Projects generate many documents, from offers and orders to approvals, receipts, and delivery records. When these documents are stored in different places, information gets lost, controlling becomes difficult, and billing takes longer.

Troi provides one structured space for all project documents. Everything is assigned to the right project, phase, and responsibility, making data automatically consistent and easy to find. This creates clarity across teams and ensures that project information remains reliable throughout the entire project lifecycle.

Incoming invoices overview in Troi showing multiple invoices with totals and Start Approval buttons, plus a request approval panel where an approver and a deadline can be selected to trigger the approval workflow.

From complexity to clarity

Let’s Talk About Your Goals

Every business works differently and that’s exactly why Troi adapts to you. Tell us about your needs and we’ll show how PSA can support your projects, resources and finances.

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Structured Capture Where Work Happens

Documents are uploaded directly in context: In the project, in the task, or in the approval step. No manual sorting. No duplicate folders. No searching across drives or mail threads.

Each document is linked to the relevant cost center, project role, and approval status. This keeps information traceable and ready for controlling and billing.

Troi invoice upload workflow showing a document being uploaded and assigned to a specific project and customer with an assign invoice button for project based cost allocation.

Person pointing at a project management and time tracking dashboard on a laptop during a team meeting

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Plan, Control and Optimize
in One System

Digital Document Capture in Troi is fully integrated to automate administrative tasks. This ensures that every cost center and document is synchronized with financial accounting.

Centralized Project Documentation

All documents are stored in one structured system linked to project phases. This guarantees a single, reliable source of truth.

Invoice approval panel showing invoice numbers, totals, and a Send for Approval action with selected approver.

Clear Approval Processes

Approvals follow defined workflows, fully traceable and consistent. This eliminates manual bottlenecks.

Project timeline showing task bars for concept work, landing page design and user testing with allocated hours across calendar weeks

Accurate Cost Assignment

Expenses and receipts are connected directly to budgets and cost structures. This ensures reliable margin calculation.

Ready for Billing and Reporting

Documents remain usable for controlling and invoicing without extra steps or manual preparation.

Key Benefits at a Glance

With Troi, digital document capture moves beyond simple storage; it becomes a secure and compliant part of project execution. This integration guarantees that financial records and project documents are automatically linked to the correct context, eliminating manual reconciliation.

Project information stays accessible, structured, and connected—significantly supporting team collaboration and ensuring reliable, audit-proof cost control from the start.

Clear Document Structures: Guarantee a single, reliable source of truth across all projects and departments.
Traceable Approvals: Ensure compliance and accountability by clearly documenting responsibilities and workflows.
Faster Cost Control: Achieve quicker controlling and billing through direct linking of receipts to budgets and cost centers.
Reduced Admin Effort: Minimize searching and duplicate entries, significantly cutting down manual administrative time.

Troi e invoice list showing incoming invoices with approval and journal actions and a project assignment panel where an invoice is assigned to a landing page design project.

Digital Document Capture – FAQs

How does Troi ensure documents are linked to the right project?

Documents are captured directly in context (in the project, task, or approval step) and are automatically linked to the relevant cost center, project role, and approval status.

Does Digital Document Capture help with compliance and audits?

Yes. It ensures consistent documentation and traceable approvals, keeping all financial records transparent and audit-proof for reviews and legal requirements.

Can I capture expenses and receipts on the go?

Yes. Teams capture expenses and travel costs quickly and digitally, ensuring accurate project accounting and transparent billing with minimal administrative effort.

What types of documents can be captured and managed?

Troi manages various documents, including offers, orders, approvals, receipts, and delivery records, providing one structured space for all project-related files.

How does the document capture process speed up billing?

Documents are connected directly to budgets and cost structures, ensuring accurate cost assignment. This makes them immediately usable for controlling and invoicing without extra manual preparation.

More Features for Complete Project Control

The Troi PSA platform connects all key functions you need for smooth project management, from time tracking and task planning to controlling and reporting. Each module builds on the same data foundation, ensuring that every figure, approval, and report reflects your real project performance.

Resource Planning

Troi team resource view showing available time of 85 hours and workload percentages for digital team members

Go To Resource Planning

Budgeting & Estimation

Service list with quantities and an AI estimate tooltip adding two point five hours to planned effort

Go To Budgeting & Estimation

Task Management

Go To Task Management

Time Tracking

Go To Time Tracking

Reporting & Controlling

Weekly time tracking chart showing daily working hours and project time with a tooltip displaying 8 hours working time and 4 hours project time

Go To Reporting & Controlling

Integration & API

Workflow diagram with connected modules for files, teams, analytics, and performance, plus integrations with Asana, Bexio, HubSpot, and Power BI feeding into a central dashboard.

Go To Integrations & API

Trusted by Leading Consultancies, Agencies and Creative Businesses

“What’s great is that we were able to fully tailor Troi to our specific needs. With Troi, we’ve developed and established standards that support us in our daily work — allowing us to focus entirely on what really matters: our core business.”

Stefan Mauerer, Martin et Karczinski

“In our business, smooth coordination is key. Troi has helped us digitalize and optimize our workflows, ensuring seamless project management — from the initial project brief to the final delivery of our productions.”

Ralf Vockel, Vogelsänger Studios

“With Troi, we were not only able to redefine our project controlling to capture key metrics more efficiently — we also significantly increased the speed at which projects are processed through a standardized project and approval workflow.”

Rainer Chabrie, BBDO

Go To Our Case Studies