Services · Mobile app development · Document management apps
Codeeo handles document management software development London organisations rely on to store, version, secure and find their files. We build the repository, the permission model, the retention rules and the search, plus the web and mobile apps your people use every day. London law firms, regulated financial businesses, architects and property managers keep records that may be demanded by a client, a regulator or a court years later, so the system has to prove which version existed, who opened it and when it may be destroyed.
As a document management software development company London clients brief remotely, we keep the process simple. Discovery, design reviews and acceptance testing run by video call, and the build is shaped around your own folder structures, matter numbers and retention policy rather than a generic template.
200+ companies servedFrom a first store to an ADX listed developer
Capabilities
Most London organisations already have documents everywhere: shared drives, SharePoint sites built by different teams, email attachments and a practice management system that holds some files and not others. The problem is rarely storage. It is that nobody can say with confidence which version is final, who is allowed to see a sensitive matter, or whether a file from a closed engagement should still exist. Firms around Holborn and the Inns of Court answer to the Solicitors Regulation Authority on confidentiality. Businesses in the City and Canary Wharf must keep records the FCA can ask for. Practices in Clerkenwell and Shoreditch issue drawings that contractors build from, so a superseded revision on site is an expensive mistake. The capabilities below are the ones London clients ask for most. We choose and order them in discovery, because a property manager in Kensington needs a very different first release from a disputes team preparing bundles for the Rolls Building.
Every client, matter or project gets its own workspace created from a template, with standard folders, metadata and default permissions. Workspaces open from the matter number in your practice management or CRM system, so fee earners stop building folder trees by hand and files land in the same place every time.
A consistent home for every matter from the day it opens.
Where a firm acts for parties whose interests could conflict, we enforce barriers that hide whole workspaces from named people and groups. Barrier changes are approved, logged and reportable, so your risk team can show exactly who could reach a file on any given date.
Conflict controls that can be demonstrated, not just promised.
Users check a document out, edit it and check it back in with a comment. Every version is kept, labelled as draft, issued or final, and two versions can be compared side by side. Nobody overwrites a colleague's changes on a shared drive again.
One agreed current version, with a full history behind it.
For architects, engineers and contractors we add drawing registers with revision codes and suitability status following the naming conventions your projects use. Superseded revisions are watermarked and withdrawn from the issue list, and transmittals record what went to which consultant.
Site teams build from the drawing that is actually current.
Each document type carries a retention rule tied to an event, such as matter closure or the end of a tenancy. When the period ends, files go to a reviewer for disposal approval rather than vanishing. A legal hold freezes deletion for anything relevant to a dispute or investigation.
Records kept as long as required and no longer.
Scanned deeds, signed contracts and old correspondence are run through text recognition at upload, then indexed alongside metadata. Users filter by client, matter, document type and date, and results respect permissions, so a search never reveals a file the person cannot open.
Old paper records become as findable as new emails.
Clients, counterparties and consultants receive links or a portal login to the exact folder they need, with expiry dates, download limits and watermarks. Every view and download is recorded, which replaces large attachments and consumer file sharing services.
External parties see what they should and nothing more.
An iOS and Android app lets surveyors, property managers and site staff photograph documents, inspection notes or meter readings and file them straight into the correct workspace with location and date. Partners can approve or read key documents on the move without a VPN.
Paper collected across London is filed the same day.
When a data subject access request or a disclosure exercise arrives, authorised staff search across workspaces, collect the results into a review set, redact and export with a log of what was produced. The system keeps the evidence of what was searched and when.
Requests answered within deadline, with a record to prove it.
Who this is for
London clients rarely come to us wanting software for its own sake. Something has usually gone wrong or nearly gone wrong: a file sent to the wrong client, a drawing issued from an old revision, an audit request that took weeks to answer, or a SharePoint rollout that staff quietly work around. Each of the four groups below brings a different priority, and that priority decides what we build first and how strict the controls should be. Document management software developers London firms hire should understand these differences before writing any code. Many clients start with one department and extend the system once it has earned trust.
Firms in Holborn, the City and the West End hold privileged material that must stay confidential under the SRA Code of Conduct, and many have outgrown the document module inside their practice management system. A first release usually covers matter workspaces, email filing, ethical walls and closure with retention. Bundle preparation and client portals follow once fee earners have adopted the core system and the old network drive has been archived.
Start with one practice group and its live matters.
Asset managers, brokers, payment firms and insurers must keep records in a form they can retrieve and explain when the FCA asks. We build repositories where policies, client agreements and board papers are versioned, approval is captured and retention follows your record keeping policy. Access reviews become a report rather than a spreadsheet exercise, and senior managers can see who holds rights to sensitive folders.
Bring your current record keeping policy to discovery.
Practices working on London schemes exchange drawings, specifications and building safety information with many parties, and the golden thread of information expected for higher risk buildings depends on accurate, current records. We build registers, revision control, transmittals and handover packs that keep an auditable trail from design to completion, connected to the shared data environment your clients may already specify.
We work alongside existing CAD and BIM tools.
Agents responsible for blocks across several boroughs juggle leases, safety certificates, licences, tenancy deposits and repair records. A document system with property level workspaces, expiry alerts for gas, electrical and fire certificates, and a mobile app for inspections replaces folders that only one long serving colleague understands. Leaseholders and landlords can be given a portal for the documents they are entitled to see.
Certificate expiry alerts are often the quickest win.
Working together
Codeeo has delivered 200+ projects across the UAE and the US, with a team of 80+ across Dubai, Riyadh and Karachi, and is rated 4.7 from 23 Google reviews. For London clients we work remotely, with discovery sessions, sprint reviews and user testing held by video call. Your information security and data protection teams are involved from the start, because their sign off decides where data is hosted, how it is encrypted and how access is logged. Anyone commissioning custom document management software development London auditors will later examine should expect that involvement early. Cost depends on the number of document types, the depth of integrations, the size of the migration and the strictness of your audit requirements, and we explain each of those drivers before you commit.
A defined build with a deadline
We agree what the product has to do, write it down with a price and a date, and build exactly that. Changes are priced before they are made, not discovered on the invoice.
A product that keeps evolving
Named engineers who work your hours, join your standups and stay on the codebase. You direct the backlog; we own the quality of what ships.
Something live that needs looking after
A monthly block of hours for improvements, fixes and the small requests that otherwise wait months. Unused hours carry for a quarter.
Technology
We typically host in UK cloud regions such as Azure UK South or AWS London, use object storage with encryption at rest, a relational database for metadata and an indexed search engine. Single sign on runs through your existing identity provider, and mobile apps are native or cross platform depending on how much offline use you need.
01Mobile
02Data and cloud
03Marketing and tracking
It depends on scope, integrations and migration size, so we agree timing after discovery.
A London firm with one practice area, a single identity provider and a modest shared drive can reach a first release far sooner than a multi office business moving millions of files from several legacy systems. Discovery produces a written plan with phases, so you know what goes live first and what depends on decisions you still need to make. We would rather agree a realistic plan than promise a date that ignores how messy your existing folders are.
Schedule a free consultation and get a written recommendation, with costs, before you commit to anything.
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