Small Business Use Case

How small businesses use Archivus for general document management, team collaboration, and knowledge management.

Overview

Small businesses handle various documents: invoices, contracts, receipts, employee records, marketing materials. Archivus helps small businesses:

  • Document organization - Replace folder chaos with AI-powered organization
  • Team collaboration - Share documents and collaborate with team members
  • Knowledge management - Find information instantly with semantic search
  • Automation - Automatically tag and categorize documents

Key Use Cases

Document Organization

Challenge: Documents scattered across folders, hard to find.

Solution: Use AI auto-tagging and semantic search:

from archivus import ArchivusClient

client = ArchivusClient(api_key="YOUR_API_KEY", tenant="small-business")

# Create folder structure
folders = {
    "Finance": client.folders.create("Finance", color="#10B981"),
    "Legal": client.folders.create("Legal", color="#3B82F6"),
    "HR": client.folders.create("HR", color="#F59E0B"),
    "Marketing": client.folders.create("Marketing", color="#EF4444")
}

# Upload documents (AI automatically tags them)
documents = [
    ("invoice-2025-01.pdf", folders["Finance"]),
    ("employee-contract.pdf", folders["HR"]),
    ("service-agreement.pdf", folders["Legal"]),
    ("marketing-plan.pdf", folders["Marketing"])
]

for filename, folder in documents:
    client.documents.upload(
        filename,
        folder_id=folder.id,
        enable_ai=True  # AI automatically tags and categorizes
    )

# Find documents by meaning
invoices = client.search.search(
    query="all invoices from last quarter",
    mode="semantic"
)

contracts = client.search.search(
    query="service agreements and contracts",
    mode="semantic"
)

Benefits:

  • Automatic organization - AI tags documents automatically
  • Easy discovery - Find documents by meaning
  • No manual tagging - Save time on organization

Team Collaboration

Challenge: Sharing documents with team members securely.

Solution: Use workspaces for team collaboration:

# Create team workspace
team_workspace = client.workspaces.create(
    "Sales Team",
    description="Sales documents and proposals"
)

# Add team members
team_members = [
    "user_sales_manager",
    "user_sales_rep_1",
    "user_sales_rep_2"
]

for member_id in team_members:
    client.workspaces.add_member(
        team_workspace.id,
        member_id,
        role="member",
        permission="edit"
    )

# Upload documents to workspace
proposal = client.documents.upload(
    "Q4-proposal.pdf",
    workspace_id=team_workspace.id
)

# All team members can now access and edit

Benefits:

  • Team access - All team members can access documents
  • Secure sharing - Control who can access what
  • Collaboration - Work together on documents

Knowledge Management

Challenge: Finding information across thousands of documents.

Solution: Use semantic search to find information:

# Search for information
results = client.search.search(
    query="pricing information and product costs",
    mode="semantic"
)

# Ask questions about documents
session = client.chat.create_session(
    document_ids=[r["document"]["id"] for r in results["results"][:5]],
    name="Pricing Information"
)

response = client.chat.ask(
    session.id,
    "What are our current product prices and any discounts available?"
)

print(response.content)

Benefits:

  • Instant answers - Ask questions, get answers
  • Cross-document search - Search across all documents
  • Knowledge base - Build a searchable knowledge base

Invoice Management

Challenge: Tracking invoices and payments.

Solution: Use tags and search to track invoices:

# Upload invoice
invoice = client.documents.upload(
    "invoice-2025-01.pdf",
    folder_id=folders["Finance"].id,
    tags=["invoice", "2025", "Q1", "pending"]
)

# Find pending invoices
pending_invoices = client.search.search(
    query="invoices pending payment",
    mode="semantic",
    tag_id="tag_pending"
)

# Find invoices by date
q1_invoices = client.search.search(
    query="invoices from Q1 2025",
    mode="semantic",
    tag_id="tag_Q1",
    date_start="2025-01-01",
    date_end="2025-03-31"
)

# Analyze invoice
session = client.chat.create_session(invoice.id, "Invoice Analysis")
response = client.chat.ask(session.id, "What is the total amount and due date?")
print(response.content)

Benefits:

  • Easy tracking - Find invoices quickly
  • Payment tracking - Track payment status
  • Quick analysis - Extract key information instantly

Real-World Example

Small Business: Tech Startup

Challenge:

  • 500+ documents across multiple categories
  • Team of 10 people needing document access
  • Difficulty finding specific documents
  • Manual document organization taking too much time

Solution with Archivus:

  • Uploaded all documents
  • Created workspaces for each team
  • Used AI auto-tagging for organization
  • Used semantic search for discovery

Results:

  • 90% reduction in time spent organizing documents
  • 80% faster document discovery
  • Improved collaboration with team workspaces
  • Better knowledge management with semantic search

Essential

  • Document upload and organization
  • AI auto-tagging
  • Semantic search
  • Team workspaces
  • AI chat for document Q&A
  • Share links
  • Document analysis
  • Folder organization

Advanced

  • Custom AI agents
  • Advanced analytics
  • Integration with business tools

Pricing

Small businesses typically use:

  • Free Plan ($0/month) - For very small businesses (25 documents)
  • Starter Plan ($55 CAD/month) - For small businesses (200 documents)
  • Pro Plan ($99 CAD/month) - For growing businesses (5,000 documents)

Getting Started

  1. Sign Up - Create your account
  2. Upload Documents - Upload your first documents
  3. Organize - Let AI organize your documents
  4. Search - Find documents instantly

Next Steps

Questions? Contact support@ubiship.com