DocuWare Case Study | Success with BKW Instruments

About BSW Timber

BSW Timber logo (1) BSW Timber is one of the UK’s largest integrated forestry and sawmilling groups, supplying sustainable timber products across a wide range of sectors. With multiple sites and busy operational teams, the business handles high document volumes across procurement, production, logistics, finance, and commercial departments. Ensuring documents are accurate, accessible, and securely stored is critical to meeting customer expectations and maintaining operational efficiency.

2015 Implementation of DocuWare (On-Premise)

In 2015, BSW Timber enlisted DocTech to replace several paper-driven processes that were becoming increasingly difficult to manage and scale. Prior to DocuWare, the business relied on manual collation and filing of documents for tenders, orders, and delivery notes.

Challenges Prior to DocuWare

Difficulty keeping tender documents up to date across multiple departments
Inefficient and inconsistent quoting processes for new and existing projects
Frequent delays caused by version control issues and missed tender deadlines
Staff time wasted searching for documents and distributing information manually
Delivery notes sometimes delayed or become hard to find

BSW Timber STAT

Document Processes Digtised With DocuWare

DocTech implemented an on-premise DocuWare solution that digitised and centralised the entire document lifecycle. The results were immediate:

• Improved Version Control – A single, secure repository for all tender and project documentation

• Faster Quoting – Quick access to supporting documents and historic quotes

• Deadline Management – Automated notifications and task tracking

• Reduced Admin Burden – Less time chasing and retrieving paperwork

• Reliable Delivery Note Capture – Digitised, traceable proof of delivery for every order

This initial project laid the foundation for a culture of continuous digital improvement at BSW Timber.

Scaling Success: Automated Accounts Payable with Aggresso Integration (2021)

Following the success of the initial deployment, BSW expanded its use of DocuWare in 2021 by digitising and automating the Accounts Payable process. DocTech delivered a seamless integration between DocuWare and the business’s finance system.

The Solution

Intelligent Indexing for incoming invoices
User validation prior to storage to trigger workflow
Automated approval processes enforcing business rules
Direct integration with their ERP system to eliminate rekeying
Full digitisation of archive materials, reducing paper dependence

The Impact

DocTech helped the team achieve faster invoice processing with fewer manual errors, supported by stronger process governance and more efficient month-end cycles. Our solution also improved visibility of liabilities and supplier performance, giving them clearer control over their financial operations. By implementing the C2O plug-in, we removed the need for separate SSO logins and desktop applications, streamlining their workflow and making daily tasks easier by reducing the number of systems they rely on.

Learn More About Accounts Payable Automation

Innovating Further: Self-Bill Agreement Process (2024)

As digital maturity increased, BSW approached DocTech with a new challenge in 2024: formalising and digitising the signing of Self-Bill Agreements. These agreements are essential when BSW invoices on a supplier’s behalf and must be accurate, compliant, and traceable.

DocTech worked closely with BSW to map the current process, review document volumes, assess compliance needs, and design a DocuWare-based workflow suitable for Board approval.

The result was a secure, automated, and auditable digital workflow that significantly streamlined the self-billing process.

Self-Bill Agreement Signature Process

The previous signing process for Self-Bill Agreements was entirely manual and time-intensive:

• Agreements created by manually locating information in their ERP and typing into a Word template with Paper copies circulated internally for wet signatures
• Documents scanned back to PDF and filed
• Agreements emailed or posted to customers for completion
• Customers added missing details such as company name or VAT number before signing
• Completed documents returned to BSW via email or post
• Internal final approval given manually
• All tracking performed through a spreadsheet
• Over 600 agreements per year, plus additional documents for new customer onboarding

This approach required significant administrative effort, introduced risk of errors, and provided limited visibility into document status.

Digital Signatures Powered by DocuWare

DocTech redesigned the process using DocuWare’s digital workflows and Validated ID digital signatures:

The master Word template is stored securely in DocuWare
Customer data flows automatically from their ERP into DocuWare no rekeying
Dates from their ERP automatically determine when workflows should start
Seven days before the due date, DocuWare triggers an automated process that:

The solution not only removes the administrative burden but also ensures accuracy, auditability, and a far more professional experience for BSW’s customers.

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What Benefits Did We Provide?

DocTech’s long-term partnership with BSW Timber has transformed paper-heavy processes into streamlined, automated digital workflows.

Key benefits include:

Centralised, accurate document storage
Faster quoting and reduced admin time
Automated Accounts Payable with fewer errors
A fully digital, compliant Self-Bill Agreement process
Full visibility and traceability across documents
Seamless integrations with their ERP system
A scalable platform supporting ongoing digital growth

BSW now works more efficiently, with stronger governance and a modern document infrastructure that continues to evolve with the business.

Our Solutions

A Decade of Partnership and Evolution

Across ten years, DocTech has supported BSW Timber through multiple stages of digital transformation. From tender management to finance automation and now Self-Bill Agreement workflows, BSW continues to explore how DocuWare can drive efficiency across the organisation.

In 2025, following BSW’s implementation of a new ERP system, DocTech created a new Finance cabinet within DocuWare. This involved remapping exporter tools, duplicating workflows for the new cabinet, and performing extensive testing all completed in the background with no operational disruption. This enabled a smooth and phased transition from their previous ERP system to their newest.

The Future of Working Together

The strong relationship between DocTech and BSW Timber is built on trust, transparency, and shared ambition.

As BSW continues its digitisation journey, DocTech will:

• Optimise DocuWare configurations across departments
• Recommend new digital forms, integrated digital signatures, and advanced workflows
• Support future system integrations as technology evolves
• Provide best-practice guidance to improve efficiency and compliance

What Are The Results?

By implementing DocuWare's 100% paperless contract management solution, the team eliminated the manual, error-prone process of sending out and receiving back more than 600 billing agreements each year. Previously, a full month of staff time was spent on printing, posting, tracking, and handling returned documents. With the new digital workflow, agreements are now created, delivered, and signed electronically removing paper entirely, reducing errors, and freeing up valuable time for higher-value work.

100% Paperless

Contract Management Solution

Using the integrated digital signature platforms on offer with DocuWare, all contracts are managed with transparency and ease.

The process which used to have around 8 manual steps and which needed constant monitoring so that steps weren't missed or documents forgotten, is now completely paperless and automated.

Estimated Saving: 2.5 Days per Week

On Manual Signatures Processes

Staff previously spent many hours every week creating, sending and chasing up contracts.

It was estimated that around 1 month collective staff time has been freed up each year which is roughly 2.5 days every month.

The risks of the former manual processes have also been drastically reduced.

The support team is excellent, really responsive and easy to work with. They consistently go above and beyond, are flexible to our needs, and provide great support. We’ve never had to wait long for assistance, making the whole experience smooth and reliable.

BSW Timber - IT Manager

How Can We Help?

Integration

Decrease the pressure felt by staff when faced with issues from tenants with a document management integration into your housing management system.

This provides instant access to the required documents in a system they're familiar with.

When documents are readily available, tenant requests can be answered and processed immediately. This saves time, money and prevents disgruntled interactions

Document Management Integration

Accounts Payable

Social Housing Finance teams are usually a key focus for us, benefitting from automated invoice processing.

Invoice data down to line item level, is automatically captured, validated & approve, then "pushed" into the finance system.

The full purchase to pay process, managing purchase order requisitions, matching invoices with purchase orders and delivery notes are standard requirements we support.

Automated Invoice Processing

Compliance

For social landlords, high volumes of documents are processed constantly.

So, how do Housing Associations maintain quality and compliance without killing efficiency?

When documents are stored in DocuWare. regulations such as GDPR and The Data Protection Act can be easily met.

Rules -based access, retention and deletion policies are easily implemented.

Efficient Compliance

Case Study