Managing documents at a single location can be difficult, but when you multiply that across departments, warehouses, or regional offices, the challenges grow exponentially. Disconnected systems. Paper-based approvals. Email chains posing as workflows. These inefficiencies don’t just slow you down, they cost you money, expose your business to risk, and make growth harder to manage.
At Mosaic, we help you take control of this complexity. Our document automation solutions aren’t just designed to organize your files, they’re built to integrate with your ERP, streamline your AP and purchasing workflows, and reduce the friction that comes from siloed systems and inconsistent processes.
In this post, we’ll explore how centralized document management solves real operational problems, how we helped Coast Counties Peterbilt overcome multi-location chaos, and how you can roll out a scalable system that your team will actually use.
What’s Really Going Wrong Across Your Locations
We’ve worked with teams in retail, manufacturing, and financial services who’ve told us the same story: “We didn’t realize how bad it was until everything came to a halt.”
Common issues we uncover include:
- Disjointed file storage scattered across local drives, email inboxes, and cloud tools
- Conflicting file structures and naming conventions that cause version confusion
- Missing or inaccessible records that delay audits, payments, or sales approvals
- High storage and IT costs from duplicate platforms and outdated on-prem solutions
- Security risks from unclear or inconsistent access controls
These issues don’t just frustrate users. They delay vendor payments, slow down purchasing approvals, and leave decision-makers in the dark. That’s why our team focuses on solving the full scope of your document challenges, not just digitizing paper, but improving how your business operates.
Coast Counties Peterbilt’s Multi-Location Rollout
When Coast Counties Peterbilt, a multi-location commercial truck dealership, reached out to Mosaic, they were feeling the weight of fragmented systems. Every location had its own way of managing documents. AP processes were inconsistent, inventory paperwork was manual, and visibility across departments was limited.
How Mosaic Helped:
- We conducted a full audit of workflows and user behavior across all locations
- We implemented a centralized, cloud-based document automation solution integrated with their ERP
- We deployed a role-based access system with site-specific controls
- We rolled out a phased adoption plan supported by location-level champions
- We trained teams not just in the system, but in how it makes their jobs easier
The Results:
- Faster document retrieval and real-time visibility
- Stronger access control and audit readiness
- Seamless ERP integration across finance and operations
- Lowered storage and IT overhead through platform consolidation
- Higher user adoption through cultural alignment and personalized support
This wasn’t just a system rollout, it was an organizational transformation built around how their people work.
Why Centralization Matters for Multi-Site Organizations
A modern, centralized document system does more than reduce paper. It gives your business the structure and visibility needed to scale without chaos.
At Mosaic, we help clients:
Improved Data Consistency and Compliance
With unified content policies, file version control, and structured taxonomies, compliance with regulatory and internal standards becomes easier and more accurate.
Seamless Cross-Location Collaboration
When files are accessible from anywhere, with controlled user access and real-time version syncing, teams can collaborate more efficiently and securely. Cloud-based document management enables this level of flexibility, empowering remote, hybrid, and distributed teams to work together without friction or delay.
Lowered Storage and Operational Costs
Eliminating duplicate files, redundant platforms, and outdated on-prem systems reduces both IT burden and storage costs across the board. Utility companies, for example, have reported saving over $100,000 annually by streamlining document management processes.
Enhanced Security and Access Management
A centralized system allows for stricter user permissions, full audit trails, and encrypted, secure document storage to safeguard sensitive content.
Mosaic’s Proven Rollout Framework
Scaling document management isn’t about flipping a switch. It’s about aligning systems with how your business actually works, and how your people adopt change.
Here’s how we do it:
1. We Audit First
We dig into your current workflows, pain points, and ERP dependencies. We don’t assume, we learn.
2. We Standardize Thoughtfully
We don’t force templates. We create shared structures that work across departments while honoring site-specific needs.
3. We Choose the Right Platform Together
Your industry, your compliance landscape, your integrations, we help you select a solution that meets your exact needs.
4. We Roll Out in Phases
We start with one site or department, prove results, and scale based on real user feedback.
5. We Empower People, Not Just Processes
Change only sticks when people see value. We appoint internal champions, deliver role-based training, and provide tools for cultural adoption.
Supporting the Human Side of Change
At Mosaic, we’ve learned that technology succeeds only when users feel supported. Cultural adoption is where most digital projects fail, and where we thrive.
We help you overcome:
- Resistance to change from teams used to manual processes
- Inconsistent training that leads to low engagement
- Misalignment between leadership vision and day-to-day needs
How we solve it:
- Governance frameworks that clarify ownership and accountability
- Systems with intuitive UX that reduce learning curves
- Department-specific training that answers “what’s in it for me?”
- Ongoing coaching and communication support
When your team sees that automation helps (not replaces) their work, they buy in.
Ready to Streamline Document Management Across Your Locations?
Whether you’re managing five locations or fifty, Mosaic’s solutions are built for scale, security, and simplicity. We’re more than a vendor, we’re a guide. From ERP integration to change management, we help you solve the operational problems behind the paperwork.
Schedule a consultation with Mosaic to explore how we can help you implement a centralized document management strategy tailored to your needs.
