Hire Company Boosts Rental Software with Finance Integration | DocTech

Wernick Group is a national provider of permanent and temporary modular buildings, welfare cabins, site accommodation and off-grid power solutions. Established in 1934 and still family-run, the business comprises seven operating companies across 39 UK locations with around 900 employees and three UK-based manufacturing sites.

Plant Hire Software: Document Management Integration For Plant Hire Businesses

At DocTech, we’ve long believed that digital transformation should be practical, measurable and tailored to real business challenges. That’s exactly what we delivered for Wernick Group, and why their success story stands out as an example of how organisations can streamline operations, reduce risk and empower their teams with integrated document management solutions.

Wernick Group processes a vast volume of supplier invoices every month. The finance team handle 15,000 to 17,000 invoices across 450+ suppliers. Prior to DocuWare, they came into their system largely manually: paper-based printing, entering data into their rental software (RM from MCS), managing email inboxes and shared folders.

Plant Hire Software Invoicing issues included:

• A fully paper-based workflow that was slow, error-prone and storage-heavy
• Manual data entry into their hire/rental software leading to increased risk of “data entry errors”
• A backlog of invoices awaiting processing that “never really reduced”
• The leadership team's desire to reduce their carbon footprint by cutting paper usage

Digitised Documents, Automated AP. Rental Software Integration

Working with DocTech, Wernick Group selected the DocuWare cloud-based document management system to streamline invoice processing and tie it in with their hire-software environment.

How Did We Automate their Accounts Payable and Integrate with their Rental Software? 

• Implementation of DocuWare to centralise document storage, process supplier invoices, and eliminate large-scale printing.
• Integration between DocuWare and the rental software (RM from MCS) so that invoice data flows from the DMS into the hire system, reducing manual data entry.
• Automated invoice-data capture: key fields are extracted from the invoice, validated in DocuWare, and exported to the rental system either on schedule or ad-hoc.

• A phased approach: starting with single PO invoices and then extending to more complex “rehire” invoices that cover time periods rather than single purchases.

By automating the hand-off between DocuWare and the rental management system, Wernick’s finance team gained speed, accuracy and efficiency in a process that had previously consumed huge amounts of time and effort.

Plant Hire Software Plus Faster Processing, Fewer Errors, Reduced Paper

What are the Advantages of Digital Invoicing for Equipment Rental Businesses?

• A huge reduction in paper documents, print volumes cut by 50% with DocuWare
• Manual data entry errors eradicated allowing reliance on to automated workflows
• Integration: The finance team controls their supplier invoices more effectively with transparency and useful insights
• The system is continually being adopted by new companies within the group, with commitment to cover all supplier invoices across all business units

  Buoyed by this success, Wernick are now extending DocuWare to handle more complex invoice types and approvals showing how a single well-designed digital workflow can form the foundation for broader process automation. We even hosted a webinar with Wernick detailing the implementation of DocuWare with DocTech as their partner.

Why Are Hire & Rental Businesses Investing in Document Management Software?

For plant, modular, and equipment-hire businesses like Wernick, managing large volumes of invoices, delivery notes, hire contracts and equipment logs is par for the course. But when these processes are manual and paper-based, you face:

• Delays in processing and payment, affecting supplier relationships and cash flow
• Risk of document loss or misfiling, creating audit and compliance headaches
• High administrative cost and time spent on non-value-added tasks
• Poor visibility of data — you can’t easily connect hires, invoices, customer/site data and contracts

DocTech are experienced providers of electronic invoicing platforms for construction equipment rental businesses. We have experience of all aspects of Plant Hire business processes and systems. 

The integration of a DMS (document management system) like DocuWare with your rental software transforms that scenario. You get seamless invoicing which enhances your rental software.  Your documents and data live together, workflows are automatic, approvals happen faster and you can scale without scaling admin.

Getting Started with Document Automation: First Steps for Hire Businesses

If you’re considering digital transformation for your Construction or Plant business, here’s a six-point checklist inspired by the Wernick experience:

1. Map Current Document Flows – Identify where supplier invoices, delivery notes, hire contracts, etc. are created, processed and stored.
2. Quantify Volume and Pain Points – How many invoices per month? What’s the backlog? How many errors or manual entries?
3. Choose a Compatible DMS – Ensure the document-management system has proven integrations with hire/rental software (like RM from MCS).
4. Start with a Pilot – Select a manageable invoice type (e.g., single PO) to test the solution and build confidence.
5. Integrate with Rental System – Set up automated data capture, routing and export into your hire system so documents and transactional data align.
6. Scale Gradually – Once the pilot succeeds, expand across document types and business units; aim for a paper-light or paper-free process.

Why Choose DocTech for DocuWare Projects?

At DocTech we understand the specific needs of the hire industry: high invoice volumes, rental contracts, asset tracking and documentation tied to equipment and sites. We’ve helped companies like Wernick integrate DocuWare with their rental software, achieve measurable ROI and unlock operational agility.

Rental Software Users: Ready to Transform your Document Processes?

If you run a plant-hire, modular-hire or equipment-hire business and want to automate your accounts payable, improve data visibility and reduce document-admin overhead, let’s talk.

Contact the DocTech team today to find out how we can help you streamline your document and data workflows with DMS integration. 0161 667 7040.