Case Study Electronic Document Workflow Solution

One of our customers are a worldwide organisation with many divisions each processing their invoices manually.
With over 450 suppliers producing in excess of 50,000 invoices per annum this was a costly exercise
and can also lead to errors and/or missing documents.
The invoices are distributed for approval before being stored in the existing document management system for
both referral and statutory reasons, finally being manually entered into their accounting system SAGE.
The cost of this is expensive and our client estimates that this process utilises 10 full time staff.
Their aim was to replace this manual process with an automated system that would not only eliminate
the need to push paper around the organisation but would also automatically extract data
from these invoicesfor importing into SAGE and provide an ‘online’ facility for routing paperwork
to the correct individual for authorisation The captured invoices would then be
searchable and retrievable online.

Solution

Invoices are now scanned at any location throughout the Globe.
Our software captures the invoices by first applying OCR (Optical Character Recognition) technology
Then use the resultant text through our Automatic Indexing Rules routines to index the invoices and route
them to the relevant workflow queues within the solution.
Any corrections, amendments or additions are made the solution is capable of importing cross reference
data such as Cost Codes, Company Codes etc., that can be associated with invoices very easily
before the data is extracted for importing into SAGE.
Invoices requiring authorisation are being routed to the designated department/individual for approval
based upon the criteria specified. Users then approve or reject invoices and can add notes.
All actions are logged for audit purposes signatures can be applied to the invoice images if required.

Benefits

Saving of £110,000 per annum on processing costs.
The paper document is no longer moved around the business manually waiting to be signed off.
Ensuring that suppliers are paid on time and invoices are no longer being lost.
All documentation is now being stored electronically and is no longer stored in filing cabinets
What were cramped offices with many filing cabinets the business now has additional space for expansion.
The number of staff required to process invoices has now reduced, allowing them to be work
in more profitable areas of the business.