Finance: Improve the Efficiency and Transparency of Your Invoice Processes with DocuWare

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Reduce Risk, Increase Productivity: Paperless Accounts Payable Process & Automation

Invoices are among the most important documents within your business. So, how quickly and efficiently they are processed matters. For this reason, they are often the starting point for our DocuWare installations.

Financial documents should be available instantly from any location at any time and there should only be one copy with multiple versions available to classified users only. Many companies allow their staff to waste time tracking documents down. The result: a company’s productivity and competitive edge suffers, affecting the bottom line. Why have staff wasting time on none-profit making tasks? DocuWare enables productivity to boom and transparency is offered as standard with every single document having its own history of edits and user access. Compliance is taken care of.

Here are some of the headaches that we have helped our clients to overcome:-

Approvers have too much work on their plate – emails can be missed with attachments etc – we veer away from multiple emails and send one per day only with the invoices to be approved – via a link to the their Tasklist.

Approvers don’t have time to verify details such as Line item details – we have products to cross reference to the original PO – highlights in green if all matches, orange if unsure, red if doesn’t match. Invoicing matching done for you. Best practice.

Approvers go on holiday and everything stops – simple workflow can ease this by redirecting to other users if not approved/rejected within a set time frame.

Many invoices being received via email – we have products to capture the data and automatically push it into a Tasklist or authorisation process – without printing out the invoice and manually entering the data.

Duplicate copies of invoices – duplications: 37% of respondents receive duplicate copies of the same invoice from more than 25% of their vendors before the due date. Weeding them out is a ton of non-value added work. Can’t catch all duplicate invoices with manual process. Add this to the second copies of invoices sent after the due date, and you’ve got a lot of unnecessary extra work. DocTech’s system does not let 2 invoices enter the system with the same invoice number – you cannot pay someone more than once for the same invoice.

Lack of awareness – if an invoice or PO has not been dealt with. With DocTech, you have a transparent process. Manager can see who has a documents, who has edited it and will be sent a notification or task if they need to be involved.

Early payment discounts lost – possible late fees – Vendor relations frayed when paid late.

Audit nightmares – failed audits resulting from lost documents or poor documentation can result in large fines, or a range of other penalties. Not to mention lost investor or creditor confidence. With DocTech you can ensure processes are being adhered to and are fully auditable. DocTech Accounts Payable Solution is an easy to use, affordable, on-demand service.

Delivery notes – a whole other headache but they can work seamlessly – your drivers should be able to work ‘live’ and the invoice can be automatically issued as they work. DocTech solutions utilise 3 way matching – this means if there is a discrepancy, this is presented to a defined user – otherwise the invoice goes out automatically to your customer.

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“Everything is now filed and is easily retrievable in one document repository. Our Customer Services team achieved a time saving of approximately 15 hours of filing per week – i.e. ½ hour per person x 5 days. The system has provided greater security, retrieval is simpler and faster, with all the information accessible from any location. We are continuing to work closely with DocTech on future enhancements with other teams within our business.”
Sue Brennan, Swagelok Manchester

Read about our success at Swagelok in our case study here.

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Features & Benefits of DocuWare

From simple file management to full workflow solutions, DocTech has a range of solutions for any organisation that faces an ongoing battle with storing document and information.

Current DocuWare Users