The first phase focused on digitising invoice processing and approval, automating data capture and integrating DocuWare with Sage.
When a supplier invoice is received, it is automatically imported into DocuWare and the relevant information is extracted. This removes the need for finance staff to enter invoice data manually.
Invoices that match an approved purchase order can progress directly to accounts payable. If an invoice does not have a corresponding purchase order, or if the values do not match, it is automatically routed to the appropriate member of staff for review.
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The second phase introduced a digital purchase order request and approval workflow.
Staff can now request and approve purchase orders electronically before goods or services are purchased. The approved information then becomes part of the automated invoice-matching process.
Together, the two phases created a connected digital workflow covering purchase order requests, approvals, invoice capture, matching, exception handling and payment processing.
Integrating DocuWare with Sage removed the need to enter the same information into multiple systems.
Invoice data now flows through the process automatically, reducing administration and improving accuracy. Finance staff also have immediate access to the documents connected to each transaction.
Rather than searching through paper files or physical archives, authorised users can retrieve financial documents from DocuWare whenever they are needed.
SLH has replaced a fragmented, paper-heavy process with a faster and more controlled digital workflow.
The organisation now has greater visibility of expenditure and cash flow, while DocuWare’s automated data capture and approval workflows help the finance team process invoices more efficiently.
Documents are centrally stored, securely managed and immediately searchable, supporting everyday queries as well as financial audits. Hosting documents and processes in the cloud also provides an important layer of business continuity and disaster recovery.
SLH’s finance team has greater control over expenditure and a clear view of each invoice as it moves through the approval process.
Manual data entry has been significantly reduced, documents can be retrieved in seconds and exceptions are directed to the right people for resolution.
Integration between DocuWare and Sage has also removed duplicate effort and created a more efficient experience for users.
The resulting purchase-to-pay process is faster, more accurate and better equipped to support SLH as its international hotel collection continues to grow.
DocTech continues to support SLH with the ongoing maintenance and development of its DocuWare solution.
As the organisation evolves, DocTech works with SLH to identify opportunities to enhance existing workflows and extend the use of DocuWare across the business. This ongoing relationship ensures the solution continues to meet SLH’s operational requirements while supporting future digital transformation.
Small Luxury Hotels of the World replaced a paper-heavy finance process with an integrated DocuWare purchase-to-pay workflow. Automated invoice capture, purchase order matching, electronic approvals and integration with Sage removed manual data entry, increased visibility of expenditure and enabled financial documents to be retrieved instantly. DocTech now provides ongoing support and development, helping SLH extend its use of DocuWare across the business.
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