Starting small to expand later
Embarking on digitization was a large task, prompting the company to initiate with Accounts Payable as an introductory project. Denver Cold Storage frequently acquires a variety of items, including office supplies, warehouse equipment, packing materials, and truck parts, leading to
a steady stream of invoices. Before DocuWare, managing these invoices involved printing and circulating paper copies, creating a physical Accounts Payable file, making tracking challenging. "A paper invoice would circulate from person to person for approval, complicating our ability to monitor their progress," Fisher explains. With DocuWare, we can now pinpoint the exact status of each invoice and identify who needs to approve it next. The shift to digital also resulted in significant time savings. "The inefficiency of physically delivering documents is often underestimated," Fisher observes. "Adopting DocuWare has significantly streamlined our processes."
DocuWare enhances cash flow management
Real-time access to invoices via DocuWare has transformed our approach to managing cash flow. Being able to anticipate significant expenses and manage finances more effectively is a direct benefit of this system. Moreover, DocuWare plays a key role in eliminating duplicate payments. "We've configured DocuWare to weed out duplicate invoices, safeguarding against double payments or approvals," Fisher clarifies. This functionality ensures we maintain precise control over our cash flow. DocuWare further streamlines processes by automatically identifying the appropriate approver for each invoice, based on historical approval data, and efficiently routing it.
"Immediately after an invoice is received, whether scanned from paper or routed automatically from emails sent to a designated address, we can track its exact location", Fisher says, also noting that DocuWare prompts approvers with reminders for pending approvals, facilitating quicker turnaround times. With around 25 active users, our company processes hundreds of documents weekly, a number expected to surge as we implement DocuWare in our Customer Service operations. This automation, especially the direct routing of emailed invoices into DocuWare, significantly enhances efficiency, freeing up valuable time and resources.
A much-anticipated customer service system rollout
The Customer Service Department's workflow is intricately paper-based, involving numerous steps. "Within our operations, we manage two core activities: inbound and outbound workflows," Fisher details.
These processes necessitate close coordination among customers, warehouse personnel, and our truck fleet to efficiently manage incoming products and ensure their timely delivery, currently dependent on manual paperwork."At present, it's a manual system, burdened with paper stacks," Fisher observes. Documents are physically scanned, a method both time-intensive and unwieldy. However, a significant shift is on the horizon, with operations set to migrate to DocuWare in the coming months. "The anticipation for this change is high," Fisher shares, signaling a move towards streamlined, efficient workflows.
