Tican Chilled, a leading meat wholesaler serving over 1,000 trade customers each month across the UK, has successfully digitised its document management processes with DocuWare, implemented by DocTech.
As part of the international Tican Group, Tican Chilled is known for its rigorous quality standards and commitment to traceability. But behind the scenes, traditional paper-based processes were creating significant inefficiencies. From customer onboarding to invoice processing, the manual workflows were slow, restrictive, and no longer fit for purpose—especially in the wake of the pandemic.
"Prior to DocTech’s involvement, our finance processes were very traditional and paper-based," the pandemic really highlighted how limiting that was — invoices were being manually indexed from a shared folder. This was massively time consuming, and we needed a solution that was scalable, efficient, and professional."
Explained Tican Chilled’s Finance Manager.
With over 1,000 invoices to process weekly and geographically dispersed teams, the company turned to DocTech for a scalable and secure digital solution. Following a series of in-depth process mapping sessions, DocuWare Cloud was selected as the ideal fit.
What began as a digital transformation of the Goods Inward process soon expanded across the business. Today, DocuWare is used to manage a wide range of Tican Chilled’s document workflows. Purchase Orders generated in Microsoft Dynamics AX are automatically stored, while delivery notes, HACCP forms, and CDS documentation are now digitally filed and instantly accessible.
Invoice processing is now streamlined and far more efficient. Digital workflows ensure that documents are matched, verified, and archived with minimal manual input.
Tican Chilled has also embraced DocuWare’s digital forms to modernise and professionalise its customer application process. The new online forms are accessible via email links or through the company’s website, enabling automated credit checks and route planning—delivering significant time savings and a smoother customer experience.
The system’s integration with Microsoft 365 and Dynamics AX ensures a seamless flow of information across departments. Smart Connect buttons and the Intellix data capture tool simplify indexing and retrieval, making key documents accessible within seconds.
“Using DocuWare has made our lives so much easier, both internally and for our customers. It makes us look professional and allows us to move much faster.”
Looking to the future, Tican Chilled plans to build on the success of their DocuWare system by automating customer credit uplift requests and introducing supplier data forms to support compliance with environmental and modern slavery regulations.
Since the implementation, Tican Chilled has seen major operational improvements:
Increased Efficiency: Faster, location-independent document handling.
Improved Customer Experience: Slick onboarding with automated forms.
Operational Scalability: Teams are now focused on higher-value activities.
Audit Readiness: Year-end audits are quicker and easier to manage.
At DocTech, we’re proud to support forward-thinking businesses like Tican Chilled on their digital transformation journeys. Their success story is another example of how DocuWare can revolutionise even the most traditional industries. If you would like to speak to us about beginning your document management transformation journey, you can email info@doctech.co.uk and we'll come back to you or hit the button below to complete an enquiry form.
Check out our latest blog here, Implementing Advanced Workflow Automation in Your DMS.