Integrated Accounting System
Invoicing workflows have completely changed since they introduced DocuWare. Today, the signed work slips are barcoded in the branch offices, scanned, stored in the digital document pool and enhanced with additional information (such as cost center and posting period) before being forwarded for invoicing. Documents then appear in the task lists of the processing department in Bad Homburg and can be invoiced right in the integrated Sage ERP system for the corresponding accounting month. Each document contains all important information and text can also be copied from the work statement into the invoice for further explanation. As soon as the invoices are sent out, they are archived centrally. Once a day, the invoices with the corresponding work slips are downloaded as PDF files and sent by email to an external service provider, who in turn sends them to the customers by post or email. A total of seven employees now work regularly with the solution.
DMS Ensures Time Savings & Transparency
The company benefits greatly from the time saved during the entire invoicing process. Instead of spending hours collecting, stuffing, mailing, unpacking and sorting hundreds of documents, employees can now use their working time for more meaningful tasks. For example, it now only takes a few minutes for invoices to be sent together with the work slips. The central document pool and easy document access also brings many advantages. The convenient full-text search function, for example, means that a desired document can be found in seconds when a customer has a question. Employees can thus email a missing invoice to the customer again with just a few mouse clicks. At the same time, the document flow has become more secure and transparent. It can be checked at any time, to see who has processed what and where a document is currently located , a tremendous advantage for traceability.
