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Smithfield Foods Ltd

SmithfieldSmithfield Foods Ltd. is part of Smithfield Foods Inc., the largest pork processor in the world.  The Smithfield Foods group provides market leading brands and private-label items in numerous countries across the globe.

Smithfield’s accounting department receives more than 12,000 incoming A/P invoices annually which were manually processed before engaging with us. 

Incoming invoices were compared with open orders in their ERP system and if they matched, were marked for payment. 

Payment runs were every 14 days so multiple folders were created to keep a track of this.

Manual Checks 

Invoices that didn't match were put in a separate folder and manually taken to another department to be dealt with.  

Space and manual systems were becoming a problem.

Employees in different locations needed access to the same information and documents were being retrieved and refilled on average four times.  Worse still, documents were sometimes lost. 

All this led Smithfields to us to improve their document storage and access, while removing errors caused by manual processes.

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DocTech's Solution

Smithfields digitised their entire Accounts Department, with a document management system at the heart of their workflows.

Printing Removed

Emailed invoices that were once printed out are now stored directly from outlook into DocuWare.  All paper invoices are scanned and digitally stored too. 

Data Capture

DocuWare independently captures the most important index terms right from a document, such as supplier name, invoice date, invoice number and the cost. 

Invoices are then filed away under these index terms and can be searched for using them. 

DocuWare ERP Integration

Invoice data is available to view immediately and can be viewed from their ERP system

Using Smart Connect, a DocuWare button is placed into their ERP linking the two systems.  Users never need to leave their familiar system or look for a paper invoice lost on an employees desk.

The authorisation process has been streamlined as DocuWare compares an invoice with a purchase order in their ERP.

If the information matches it's forwarded for payment.  If it doesn't, a separate process starts with approval  tasks emailed to the appropriate person.

improve processes

What Benefits Did We Provide?

  • Huge time savings and now employees can focus on more important tasks

  • No loss or duplication of documents

  • Smithfield no longer need their external paper storage, saving them £3,000 per year

  • Increased efficiency in approving invoices, as DocuWare automates a bulk of the process, following Smithfields internal approval limits

  • Automated tasks, meaning staff no longer have to remind colleagues of work waiting to be done

What are The Results?

Instead of watching their processes buckle under the pressure of expansion, Smithfields took action and looked for a new solution.  We worked with those employees effected the most to provide the best solution to meet their needs.  


hours per month

recaptured, normally spent searching and storing documents.


saved on storage

costs per month, with further savings on paper, ink and printers.

How Can We Help?

Document management software

Document Management

With DocuWare all your documents are stored and shared digitally. It’s faster, more transparent, and more efficient than paper-based methods.

Document workflow


We create digital workflows to meet an organisation’s bespoke requirements, by replicating or enhancing existing manual or paper processes.

invoice processing

Accounts Payable

Automate manual data entry, provide accurate data capture of incoming invoices and get real time information.

Contact us - info@doctech.co.uk or 0161 647 7040