How Did BSW Timber Transform Document Management with DocuWare?

BSW Timber’s journey shows how adopting a scalable document management system like DocuWare can streamline finance operations, improve efficiency, and support long-term digital transformation across the whole organisation.

At DocTech, we help businesses across all sectors digitise and automate document workflows. While the industries we serve vary — from manufacturing and housing to professional services — one specialism ties them all together: Accounts Payable Automation and seamless integration with their core systems, such as ERP and Finance platforms.

BSW Timber, one of the UK’s largest integrated forestry and sawmilling groups, is a perfect example of how this approach drives efficiency, compliance, and operational visibility.

Which Document Challenges Improved With DocuWare? 

Before 2015, BSW Timber relied on paper-driven processes for tenders, orders, and delivery notes.

Challenges included:

• Difficulty keeping documents current and accessible across multiple departments

• Risks of delays due to version confusion and tight tender deadlines

• Staff time wasted locating and sharing paperwork manually

• Limited visibility of delivery notes as operations grew

These challenges created inefficiencies which risked impacting customer service.

The Document Processes Tackled With Document Management System

DocTech implemented an on-premise DocuWare solution, digitizing the entire document lifecycle of multiple processes.

Key improvements included:

• Improved version control: Centralised repository for all tenders and project documents
• Deadline management: Automated notifications and task tracking
• Accounts payable Automation: Data Capture of invoice information pushed to the ERP system
• Reduced administrative burden: Less time spent chasing paperwork
• Reliable delivery note capture: Traceable proof of delivery for every order

This initial deployment laid the foundation for a culture of continuous digital improvement which continues to evolve.

How did DocuWare Digitise Their Document Processes?

In 2021, BSW Timber expanded DocuWare usage to automate Accounts Payable processes with ERP Integration at the heart of the project.

The solution included:

• Intelligent indexing of incoming invoices
• User validation triggering workflows
• Automated approval processes enforcing business rules
• Direct ERP integration to eliminate rekeying
• Digitisation of archived materials to reduce paper dependency

DocuWare integration Impact:

Faster invoice processing, fewer errors, better visibility of liabilities, and streamlined month-end cycles.

How did We Streamline Their Self-Bill Agreement Processes?

In 2024, BSW Timber sought to digitise the signing of Self-Bill Agreements, a previously manual, time-intensive process involving hundreds of agreements per year. DocTech delivered a secure, automated workflow using DocuWare and Validated ID digital signatures:

• Master templates stored securely in DocuWare
• Customer data flows automatically from ERP
• Automated reminders and workflows triggered based on ERP dates
• Fully auditable, compliant, and professional signing process

Result: Reduced administrative effort, improved accuracy, and complete visibility across documents.

What Benefits Have BSW Timber Achieved with DocuWare?

 Working with DocTech, The BSW Timber Team have realised:

• Centralised and accurate document storage
• Automated financial processes with fewer errors
• Digitised, compliant Self-Bill Agreement workflows
• Full visibility and traceability across all documents
• Seamless ERP integrations
• Scalable platform supporting ongoing digital transformation

BSW Timber now operates more efficiently, with stronger governance and a modern document infrastructure that evolves alongside the business.

Why Does this Document Management Case Study Matter For Other Businesses?

BSW Timber’s journey demonstrates show DocuWare can transform paper-heavy processes into streamlined, automated workflows. Organisations dealing with high document volumes, compliance pressures, or complex approvals can benefit from:

• Faster operations
• Reduced errors
• Better regulatory compliance
• Enhanced visibility and control

At DocTech, we help businesses in all sectors achieve these outcomes. Our shared specialism in Accounts Payable automation and integration with core systems like ERP and finance platforms ensures that, no matter the industry, your document workflows are efficient, compliant, and fully connected to your operations.