If your business still relies on paper, you know the challenges: lost invoices, misplaced delivery slips, hand‑written site notes, or piles of contracts waiting to be filed. For busy SMEs in construction, manufacturing, or contracting, this slows down workflows and increases stress.
The good news? You don’t need a bulky scanner or a dedicated office machine. With Microsoft OneDrive’s mobile scan feature, you can quickly turn paper documents into digital files using just your smartphone. These files are stored safely in the cloud, easy to find, and instantly shareable — whether you’re in the office, on site, or on the move.
Why mobile scanning matters for your business
Whether you’re already a Techcare customer or discovering us for the first time, here’s why scanning with OneDrive makes sense:
-
Scan anywhere, anytime — Turn receipts, signed contracts, drawings, and multi-page forms into PDFs straight from your phone. (microsoft.com)
-
Edit and optimise your scans — Crop, rotate, reorder pages, and apply filters (Document, Whiteboard, or Photo) to make sure every file is clear and professional. (support.microsoft.com)
-
Organise and access files easily — Save scans directly into OneDrive folders. Access them from any device or share with colleagues instantly. (support.microsoft.com)
-
Secure your important documents — Store sensitive files safely in OneDrive or Personal Vault, reducing the risk of loss or damage. (microsoft.com)
For Techcare customers, this fits perfectly with your existing IT setup — keeping your business processes digital, secure, and efficient. For newcomers, it’s a simple way to see how cloud tools can streamline day-to-day operations.
How to scan documents with OneDrive mobile
Here’s a step-by-step guide anyone can follow:
-
Install the OneDrive app on iOS or Android and sign in with your Microsoft account. (support.microsoft.com)
-
Tap the camera / scan icon (or “+ → Scan”) to start scanning. (support.microsoft.com)
-
Select the type of scan: Document, Whiteboard, Business Card, or Photo. (support.microsoft.com)
-
Frame your page and tap to scan. For multi-page documents, tap Add to continue scanning in the same file.
-
Edit if needed — crop, rotate, adjust brightness, or reorder pages.
-
Name your file and tap Save. Your document is stored in OneDrive as a PDF, ready to access from any device.
Tips for making mobile scanning work for your business
-
Scan on site — Field staff can capture delivery slips, site notes, timesheets, or signed agreements immediately. No more waiting until returning to the office.
-
Organise by project or client — Set up separate folders for each project, client, or department. Finding documents becomes instant, even during audits.
-
Secure sensitive information — Protect contracts, IDs, or insurance documents by storing them in secure folders or Personal Vault.
-
Shift toward paperless workflows — Encourage clients or subcontractors to submit scanned PDFs instead of paper, reducing storage and postage costs.
-
Backup in the cloud — Even if a phone is lost, stolen, or damaged, digital copies are safe and retrievable.
How Techcare customers benefit
If you’re already working with Techcare, integrating OneDrive scanning into your workflows is straightforward. It supports:
-
Faster document retrieval for quotes, invoices, or client reporting
-
Reduced admin overhead for office and field staff
-
A secure, cloud-based document archive for compliance and peace of mind
-
A step toward fully digital, modernised workflows
Take the next step
Want help setting up a fully digital document workflow for your business — from scanning to cloud storage and organisation? Techcare can guide you, ensuring everything integrates seamlessly with your IT systems.
Read more on how SMEs can modernise workflows:
-
What Is a Cybersecurity Risk Assessment? (And Why SMEs Need One in 2025)
-
5 ways to automate your office workflow using Power Automate
Or contact us today to see how Techcare can help your business go digital, securely and efficiently.
