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Transport: Speed Up Invoice out time with Efficient Workflow Automation

Warehouse, Transport and Logistics is a complicated business. Transparent processes are crucial because delivery notes are like gold. At DocTech we understand the value of quality service and how important it is for companies in the transport and logistics sector to respond to customer queries pre and post transportation. We know that the industry is fast paced and extremely heavy on paper documents – with constant changes and new competition, companies are under pressure from emerging markets, shifting toll and tariff costs and variable fuel prices. We also know that staff need a system that is user friendly and uncomplicated.

Documents in Transport and Logistics

Transport documents processed on a daily basis include:

  • product specifications
  • bills of lading
  • price sheets
  • delivery notes / proof of delivery
  • tachograph readings
  • purchase orders
  • packing lists
  • freight bills
  • general admin docs

By implementing a document management system, you can ensure complete visibility of operations and offer a professional service to your clients whilst maintaining tight profit margins and timescales. From order to delivery note to paid invoice – you will know the status of any document at any time.

DocTech’s software enables regulatory compliance

CAA (Civil Aviation Authority)
ORR (Office of Rail and Road)
FTA (Freight Transport Association)
VOSA (Vehicle Operator Services Agency)
HMRC
CILT (Chartered Institute of Logistics and Transport)
BIFA (British International Freight Association)
Department for Transport
HSE (Health and Safety Executive)
BITA (British Industrial Truck Association)
APICS (Supply Chain Council)
CIPS (Chartered Institute of Procurement and Supply), and more

DocTech’s solutions seamlessly integrate into your existing software applications such as ERP, HR and Finance, creating streamlined business processes and automated workflows – an integrated document management system speeds up business processes such as “time to invoice” by reducing search and filing times. With the option to host on premise or in the cloud, our solutions create a one stop shop to facilitate your business process needs. You can even send tracking links to your clients and reduce phone calls and emails from them.

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“Every year we process over 600,000 AR/outgoing invoices and 450,000 AP/incoming invoices with automatic document workflows. We saved a ton of time and significantly improved our service program for both our dealers and suppliers. Because the DMS project was amortized within a year, we are saving a lot of money.“
Treun Kremers, IT-Project Manager, DAF Trucks

Find out more about our success with DAF Trucks in our case study here.

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“The big task was to bring the documents which were already scanned and stored in a separate file system into DocuWare – by automatically assigning them to the different customers. With DocuWare, we were able to replace paperbased, error-prone work through automated, digital processes. Employees and customers benefit at the same time through higher efficiency and improved service levels. Thanks to the availability of numerous tools, it’s easy to implement even more complex business processes. The positive feedback from our customers demonstrates that they appreciate the expanded service offerings. They especially like the availability and ease of working with us. In addition, numerous customers wanted to be able to access important documents at any time and from any location via the Internet.”
Geoff Swaby, CVL

Find out more about our success with Contract Vehicles Limited in our case study here.

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Ensure Deliveries Reach the Right Place at the Right Time

View and update delivery notes from any location

All documents are digitally captured and stored in a centralised document pool, enabling rapid search and retrieval times – documents and data can be accessed by authorised staff from anywhere at any time. Version control enables access to the latest documents. All shipping documents are automatically indexed and digitally transported between different offices and sites.

As a Cloud solution, DocTech offers all users the advantage and the ability to access information from anywhere, at any time, and from any device that connects to the web (PCs, Tablets, Smartphones, etc.). There is never any hardware to maintain, software to install or upgrade fees to pay. And you can be up and running in hours or days, not months.

Easier Invoice Processing

DocTech’s solutions enable invoices to be turned around in seconds, creating an improved cashflow. An invoice can be generated as soon as a delivery receipt comes in whilst the driver is still on the road. Intelligent features such as barcode labels are automatically pinned to the record, creating a workflow which stores the invoice and notifies an employee to review it and check for any discrepancies.

Faster and Smarter Service

With our document management solutions, companies can answer customer queries in seconds. Customers are able check all documents relating to their shipment via the internet using a unique username and password. Restricted access ensures the customer can view only his or her records.

Compliance

Industry bodies such as Vehicle and Operator Services Agency (VOSA) and HMRC closely regulate the transport and logistics sector. Transparent workflows and clear audit trails enable easy retrieval of important documents allowing for simple audits and compliance.

With drivers crossing international borders, compliance information is required to support trade policies, taxation and legal formalities – with a document management system, these documents are instantly available at a click of a mouse from any mobile device.

The benefits of a document management solution in the transport and logistics industry are:-

• Increased productivity levels
• Stronger customer relationships
• Quicker invoicing
• Robust data security
• Easier audit and compliance
• Reduced warehouse/storage space
• Reduced queries from staff and clients on status of shipments
• Improved employee collaboration
• Enhanced Return on Investment (ROI)
• Reduced manual tasks
• Mobile access from anywhere at any time
• Quicker payments

For further information about 3rd party integration in the Transport and Logistics Sector, please view our integrations page: Integrations.

Features & Benefits of DocuWare

From simple file management to full workflow solutions, document management software is the perfect solution for any organisation that faces an ongoing battle with storing document and information.

Current DocuWare Users