Automated workflows enable organizations to use rules and business logic to improve control over mission-critical information and flag errors and exceptions for rapid response. They also make information immediately accessible whenever and wherever you need it. It’s easy to find what you’re looking for with a quick search — no more putting people on hold to dig through folders for paper copies of a document. These are just some of the advantages that Total Environmental & Power Systems, Inc. (TEPS) experienced when they digitized their accounting processes.
TEPS is one of California and Nevada’s top telecommunications contractors. The company helps to build and maintain cell towers in the region. They also provide general facility maintenance services. With a fleet of more than 50 one-ton, four-wheel drive trucks, and a Sno-Cat ATV vehicle with all-terrain tracks and certified drivers, the company can make on-site service calls to any location; in any season.
TEPS’ management knew it was time to digitize their accounting workflows, but the final push came when they received a request for electronic copies of their material invoices from a large customer who wanted to better understand material charges. In addition, almost 90% of the invoices TEPS received were digital. It just didn’t make sense to continue to print and process invoices in a paper-based format.
The company wanted a solution that was mobile-ready and accessible from any device; cloud-based so it would not use internal IT resource; and easy to implement and maintain. After some research, TEPS implemented DocuWare Cloud in their accounting department because it met all their requirements. The solution was configured and implemented remotely allowing for a quick go-live date.
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Saving 20 hours of staff time monthly
The new solution allows TEPS to offer better customer service by quickly emailing requested supplier invoices to their clients. The system is a huge time saver as well; TEPS has shaved off 20 staff-hours a month which had been spent tracking down payable invoices out for approval. With DocuWare in place, approvers in the field on job sites can now review and approve invoices on their mobile device keeping the accounting process flowing smoothly in a timely manner.
Digitizing their accounting processes enabled them to increase the speed and quality of support for their customers and vendors. Using digital workflows instead of paper also resulted in greater transparency, allowing management to monitor business processes in real time.
The company’s receivable invoice turnaround time has also been reduced by 2-3 days each month, creating more accurate cash flow predictions. With total transparency, better business decisions are made, and more customers can be served without taking on additional employees.
“DocuWare Cloud allows us to do our jobs a lot faster. I can see where in the process each invoice is and easily know who I need to nudge to keep the system flowing,” said Pam Souza, Controller for Total Environmental & Power Systems.
Automated invoice processing corrects errors at the start
Prior to implementing DocuWare Cloud, any invoice under $1,000 was paid with no review. With the new solution in place, every invoice is routed through a digital approval process, confirming that the purchase is legitimate, the price is correct, and that the cost has been assigned to the right job number.
“We found that a lot of our invoices had inaccurate job numbers. With DocuWare Cloud, we simply have our project managers look at every invoice, large and small, and make sure everything is correct. If the job number is wrong, the approver simply makes a digital note for us to change it. It is very important to apply our costs to the correct job and I’m happy to say we’ve improved the accuracy of our cost accounting by 90%,” Souza said.
On the accounts receivable side, TEPS has enhanced their invoice turnaround time, narrowing the gap between completing a job and invoicing for the work, which positively impacted their cash flow. TEPS management is very happy with the contribution DocuWare Cloud has made to their bottom line and is look forward to expanding it to other departments.
TEPS is one of many DocuWare customers who have found a faster, more precise way to complete daily tasks. The solution is a launching point for process improvements that can be implemented company wide. Because DocuWare is available in a cloud-based format, organizations can also scale up in the future without additional hardware costs or hiring more internal IT resources.
Joan Honig is Marketing Content Manager at DocuWare.