Blog · Published · Updated
Contractor documents: where does the revision go?
Short answer
When contractors send revised documents in separate emails, both sides lose the comment and the right attachment. An application or portal keeps the request, the comment, the file and the revision in one place, but first check your HR portal, guest accounts and file requests in your current tools. At Syntalith the application costs from €3,000 net. At 300 contractor documents a month of 15 minutes each, it pays back in 1.4 months.
How we workDetails ↓
- 01Call30 minutes with an engineer, free
- 02PrototypeA working system on your process and data, free
- 03ImplementationTarget and fixed price in the contract; 50% at signing
- 04Acceptance50% once the agreed target is met
- net per application, fixed price before contract
- from €3,000
- from signing the contract to acceptance
- 4–10 weeks
- free prototype on your documents
- €0
We belong to the OpenAI and Anthropic partner programmes and learn through their official courses. What this means ↓
Author: Syntalith · 3 min read
Statistics
Documents and collaboration: statistics 2026
1.4 mo.
payback of a €3,000 application at 300 contractor documents a month: €2,618 of work today, €527 with checking and the model. Scenario.
55.0%
According to Eurostat (2025), 55.0% of large EU enterprises with 250 or more employees used AI.
20.0%
According to Eurostat (2025), 20.0% of EU enterprises with at least 10 employees used AI.
50%
According to the European Commission (2026), half of EU SMEs and mid-caps name high investment costs as a barrier to AI.
Source: European Commission, Flash Eurobarometer 578 (2026) ↗
48.8%
According to Eurostat (2025), 48.8% of EU enterprises that considered AI but did not use it named concerns about data protection and privacy.
Figures checked: 22 October 2026
One comment, a corrected attachment
A company asks a contractor for a form describing their experience in an agreed area. The employee checking the document sees that the description is incomplete and asks for the missing part. The contractor sends the corrected file in a separate email, and at the next conversation both sides search for the right attachment and the earlier comment.
In the proposed portal, the contractor opens the same request, reads the comment and attaches the revision. A colleague who takes over the case sees the document the comment referred to and the later attachment, continues the review from the point named and records the decision. The contractor sees whether the case is waiting for their revision or for the employee's review.
- 01Requestwhich document and by when
- 02Uploadthe file attached to the request
- 03Commentthe part to be completed
- 04Revisiona new file beside the same comment
- 05Decisionaccepted or another comment, with the history
- Contractor: their own requests, comments and status, with no one else's material
- Reviewer: the document and the history of comments and revisions
- Colleague taking over: where the review stopped
- Administrator: external accounts and when they expire
What it costs and when it pays back
- Today
- 300 contractor documents × 15 min = 75 h (€2,618)
- With the system, a person checks the output in 20% of the time
- €524
- Model, 1 call per case, Claude Sonnet 5.5
- €3
- Cost of one case
- €8.73 today, €1.76 with the system
- Saving
- €2,091 a month
Payback of €3,000
1.4 months
The volume, the time and the checking share are the scenario's assumptions. €34.90 an hour is the EU average hourly labour cost for 2025 according to Eurostat. Model: 3,000 input tokens and 300 output tokens per call at Anthropic's rates, at the ECB rate of 1.1205 USD per euro on 22 October 2026.
The count covers the work around a case: searching, reading, writing and handing over. What remains is the time to check the result, 20% of today's work in the scenario. Before the quote, we measure both times on 20 to 100 cases the team has already handled, in a free test that takes 5 working days.
The model helps here with a first check of whether the document holds the required parts before a reviewer opens it. An employee always takes the decision to accept it.
Is your current portal or form enough
Microsoft Forms lets you add questions with file upload, but this feature works for answers from people inside the organisation, so an outside contractor cannot use it. File requests in OneDrive and SharePoint let people upload files through a link without seeing anyone else's files, but they need „Anyone” links switched on by an administrator. Also check your HR portal, a module for contributors and guest accounts. If a contractor can upload a revision beside the comment and the reviewer keeps the history, configuration is enough. Where accounts cost money, also count contractors who appear only for a short time.
The HR portal handles comments and revisions
configuration of your current system
no build
The register works, there is no place for the contractor's reply
a simple portal attached to your current system
from €3,000
Every case pieced together from email and folders
your own flow for documents and comments
€3,000–€7,000
Where to start
When the tool changes, the documents waiting for a revision need the most care: a case that moves keeps the comment and the file it referred to. For the call, describe one case where a revision got lost in email. We build this kind of rollout as part of AI applications. For the free analysis, a description of one case from recent weeks and of the tools it passed through is enough. You do not need to send confidential documents, and you get a written plan within 2 working days.
Worked example · Scenario
How we count the payback: documents in HR
We run the same count for your documents in the free analysis.
€1,745
a month for handling 100 hires by hand
Payback: 2 mo.
30 minutes to put together the handover to HR admin and checking in 15% of the old time are our assumptions. €34.90 an hour is the EU average hourly labour cost for 2025 according to Eurostat, for companies with 10 or more employees. Model cost: reading a document in our case-file system (about €0.0002) plus matching it to the case and a note on what is missing (Claude Sonnet 5.5, about 2,000 + 300 tokens), at the ECB rate of 1.1205 USD per euro on 22 October 2026.
See the full calculation →
