At a Glance
Industry: Industrial Services (Energy, Manufacturing, Construction)
Company Size: 200+ employees across 4 locations
Challenge: Multi-location operations, weeks-long approvals, scattered documents
Solution: MaxFiles document management + automated workflows
Results: 70% faster processing, zero version conflicts, same-day audit responses
Highlights
- 70% reduction in requisition processing time: From weeks to days across multiple branches
- Real-time visibility across locations: Lagos, Port Harcourt, Abuja, and Kaduna teams work from the same documents
- Eliminated paper bottlenecks: Automated approval workflows replaced email chains and physical signatures
- Instant document retrieval: What once took hours of searching now takes seconds
- Seamless cross-department collaboration: Engineering, procurement, and operations teams share documents without version confusion
About Beamco
Beamco Nigeria Limited is a 100% Nigerian-owned industrial services company incorporated in
1980. As a leading solution provider in Nigeria’s energy and manufacturing sectors, Beamco supplies advanced products and services across four main divisions: Products, Services, Supply Chain Management, and Construction.
With over 200 employees across four major branches, Lagos, Port Harcourt, Abuja, and Kaduna, plus satellite offices nationwide, Beamco serves Nigeria’s most demanding industries including oil & gas, manufacturing, and infrastructure development. The company is deeply committed to implementing the highest standards for Quality, Health, Safety, Security, and
Environmental protection (QHSSE), with ISO certifications and a zero-tolerance approach to compliance violations.
As Beamco expanded its operations across multiple locations and took on increasingly complex projects, including the landmark NLNG Train 7 project for in-country assembly of API pumps and control valves, the company’s document management challenges multiplied. Requisition approvals, technical drawings, quality documents, and compliance records were scattered across email inboxes, file servers, and physical archives.
“With operations spanning four cities and multiple major projects running simultaneously, we needed a system that could keep everyone working from the same information, whether they were in Lagos or Kaduna,”
Beamco operations manager.
MaxFiles became that system.
Key Challenges Before MaxFiles
Requisitions Took Weeks Due to Paper-Based Approvals
Before implementing MaxFiles, Beamco’s requisition process was entirely manual. Purchase requests originating from project sites had to be printed, physically signed by department heads, scanned, emailed to procurement in Lagos, printed again for approval, and finally processed.
“A simple requisition could take 2-3 weeks just to get through approvals.
By the time procurement got the approved document, project timelines had already shifted, and we’d often have to start over.”
Beamco team member.
With multiple projects running concurrently across different locations, this delay cascaded into serious operational bottlenecks. Project managers couldn’t track where requisitions were in the approval chain, procurement couldn’t plan effectively, and urgent site needs often bypassed the system entirely, creating compliance risks.
Version Confusion Across Branches
Beamco’s four branches, each supporting different aspects of major projects, frequently needed access to the same technical drawings, specifications, and quality documents. But with documents stored on local file servers and shared via email, version control was nearly impossible.
“Engineering in Port Harcourt would be working from one version of a drawing, while the assembly team in Lagos had a different version.”
“We’d discover discrepancies during site installations, sometimes after equipment had already been ordered to the wrong specifications.”
Beamco team member
This wasn’t just inefficient; it created safety risks in an industry where precision is critical and compliance requirements are stringent.
Compliance Documentation Scattered Across Systems
As an industrial services company working with major clients like NLNG, Shell, and Chevron, Beamco must maintain rigorous quality and compliance records. But with QHSSE documents, vendor certifications, inspection reports, and safety records stored across email inboxes, SharePoint folders, and physical filing cabinets, audit preparation was a nightmare.
“Before audits, we’d spend days just hunting down documents and hoping we had the right versions, and if a client requested documentation from a project three years ago, it could take a week to locate everything.”
Beamco compliance officer
MaxFiles Solution
Beamco chose MaxFiles because the platform offered local Nigerian support, pricing in Naira, and the ability to customize workflows to match Beamco’s exact approval processes, without requiring expensive consultants or months of implementation.
Automated Requisition Workflows Across All Locations
MaxFiles’ visual workflow designer allowed Beamco to map out their entire requisition approval process and automate it. Now, when a project manager in Kaduna submits a requisition, MaxFiles automatically:
1. Routes the request to the appropriate department head based on cost threshold
2. Notifies approvers via email and mobile app
3. Tracks the approval status in real-time
4. Forwards approved requisitions directly to procurement in Lagos
5. Archives the complete approval trail for compliance
“What used to take 2-3 weeks now happens in 2-3 days, and everyone can see exactly where a requisition is in the process, no more chasing people down.”
Beamco operations manager
Centralized Document Repository with Metadata-Driven Organization
Rather than storing documents in confusing folder hierarchies, MaxFiles uses metadata to organize everything. A single technical drawing might be tagged with:
● Project name (e.g., “NLNG Train 7”)
● Document type (e.g., “P&ID Drawing”)
● Equipment ID
● Revision number
● Approval status
This means anyone in any Beamco branch can find what they need in seconds using MaxFiles’ powerful search, without knowing where the file is “stored.
“Our engineers can search for ‘Train 7 pump assembly drawing’ and get the exact document they need, always the latest approved version.
“No more digging through folders or asking colleagues to send files.”
Beamco team member
Integration with Existing Systems
MaxFiles integrated seamlessly with Beamco’s existing Microsoft Office environment and email system, so employees didn’t have to abandon familiar tools. Documents can be edited in Word or Excel, with changes automatically synced back to MaxFiles and tracked in the version history.
For compliance-critical documents, MaxFiles provides granular permission controls, ensuring that only authorized personnel can approve final specifications or modify quality records.
Mobile Access for Field Teams Beamco’s project teams working at client sites across Nigeria can now access drawings, specifications, and quality documents directly from their phones or tablets via the MaxFiles mobile app.
“Our site engineers used to carry binders of printed documents; now they pull up whatever they need on their phone, and they’re always looking at the current version.”
Beamco’s project manager.
The Results
70% Faster Requisition Processing
The impact was immediate and measurable. Requisitions that previously took 2-3 weeks to process now move through approvals in 2-3 days.
“We’ve cut requisition processing time by 70%, that means projects stay on schedule, procurement can plan better, and our teams aren’t frustrated waiting for approvals.”
Beamco manager
The time savings compound across Beamco’s dozens of active projects. What used to require a full-time admin just to chase approvals now happens automatically in MaxFiles.
Eliminated Version Confusion
With MaxFiles as the single source of truth, Beamco’s branches no longer struggle with version conflicts. Everyone accesses the same document, always the latest approved version, with a complete audit trail showing who changed what and when.
“We’ve eliminated the version confusion that used to cause costly mistakes. When procurement orders equipment, we know it matches the current specs, not an outdated drawing from last month.”
Beamco engineer.
Real-Time Collaboration Across Locations
MaxFiles enabled cross-location collaboration. Teams in Lagos, Port Harcourt, Abuja, and Kaduna now work from shared project folders, with real-time visibility into document status.
“For example, the Train 7 project, engineering in Port Harcourt, assembly in Lagos, and quality in Abuja all had instant access to the same documents. That level of coordination would have been impossible with our old system.
Project lead
Audit-Ready Compliance
Beamco can now respond to client audits or certification reviews in hours instead of days. Every document in MaxFiles has a complete history: who created it, who approved it, who accessed it, and when.
“When NLNG requested our quality documentation for Train 7, we generated the report from MaxFiles and sent it over the same day. That would have taken us a week before.”
Compliance officer.
Foundation for Continued Growth
MaxFiles has become the backbone of Beamco’s operations. As the company takes on larger, more complex projects, MaxFiles scales them effortlessly.
“MaxFiles isn’t just a document system for us, It is how we operate. It has enabled us to grow, take on more ambitious projects, and maintain the quality and compliance standards our clients
expect. We couldn’t imagine going back.”
Beamco executive.
About MaxFiles
MaxFiles is Nigeria’s leading document management and business process automation platform, helping organizations digitize documents, streamline approvals, and manage records securely. Priced in Naira and built for African businesses, MaxFiles serves companies across manufacturing, finance, real estate, healthcare, and government sectors.
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