After trading for over forty years, they have built up an extensive customer base not only in the North West but throughout the UK. Their dedicated team focus on quality and the best customer service possible. A large part of their business comes from recommendation and word of mouth.
Their business was paper heavy with thousands of orders to process monthly. This proved to be time consuming and laborious so a better solution was needed.
Historically, orders were received via email, fax or post which were hand written onto an order pad and manually entered into their ERP system.
From there, delivery was arranged with the haulier and supplier via phone or email.
Once a paper invoice from the supplier was received, the finance team checked that it matched the information recorded in their ERP. The invoice details were keyed into their finance package and a customer invoice could then be produced and the supplier invoice passed for payment.
This process was very labour intensive and paper heavy and involved numerous steps and reference numbers. Whether it was a customer order number, ERP reference number or supplier collection number, things could go wrong, and mistakes were easily being made.
Finch Aggregates' Accounts Manager told us:
"Documents were found by searching for one reference number. If that number was wrong the document was lost and we were in for a lengthy search. When a customer or supplier called with an order, conveyance note or invoice query, there would often be a delay in getting back to them due to the sheer volume of documents to search through. We also held a large physical archive which was taking up space".
Finch Aggregates were approached by other invoice capture suppliers whose solutions were not exactly right. Eventually they were introduced to a member of the DocTech sales team.
"The sales team at DocTech are very knowledgeable and really good to deal with. It looked like their Document Management Software could provide what was needed. This turned out to be true.”
Saved 15 days of admin time per month
Relocated staff time to other tasks rather than repetitive admin
Upgraded and improved the entire accounts payable process
Saved £800 on paper costs in the first six months alone
Enhanced customer and supplier relationships
Removed physical storage folders and cabinets
Staff have embraced this far more efficient way of working
Recruitment of an additional member of staff was no longer necessary
It saves so much time, we no longer manually file, retrieve and copy large volumes of conveyance notes. When customers are on the phone we are more professional as we can instantly provide what is needed, rather than searching through paper documents and having to call them back.
.png)
