End-to-End Digital Invoice Processing
Today, DocuWare manages a central inbox for each client and imports incoming invoices automatically. Paper documents such as repair invoices or fines are scanned, while electronic invoices are pulled directly from Outlook. DocuWare automatically reads the index information from every invoice, adds fixed values such as the client, checks for duplicates, and stores the documents in audit-proof form in the digital archive. After accounting performs the central pre-coding, the DocuWare workflow takes over and routes invoices digitally to the responsible cost centers for approval. If a document sits untouched for more than three days, the workflow escalates it automatically to the next level. After the final review by accounting, invoice data is transferred to DATEV twice a day, where booking and payment are triggered. Re-entering data in DATEV is no longer necessary at all. Today, more than 90 users actively work with the solution.
Further Growth Without Expanding Administration
For staff, the introduction of DocuWare means noticeably less time spent searching: instead of digging through folders in the archive basement or maintaining parallel lists, a simple index or full-text search is enough to bring any document onto the screen within seconds — while strictly observing all permissions. At the process level, the clearly defined workflow and automatic escalation management ensure that invoices clear approval within a few days and suppliers are paid on time. Especially with official notices, this spares cambio the kind of trouble that late payments used to cause. At the same time, the company stays true to its own principle of dealing fairly with employees, customers, and suppliers alike. Above all, though, cambio has used DocuWare to successfully migrate its complex, organically grown business processes into a modern mid-sized structure — and in doing so has created a solid foundation for the next stages of growth. Looking ahead, additional processes such as outgoing invoices, delivery notes, or contract management can now be digitized step by step, without administrative headcount having to grow in parallel.
