Important documents such as quotes were often buried in individual email inboxes, making them difficult to access – especially when field staff were offline or out of reach. The finance team frequently lacked access to the full documentation, and as workloads grew, this manual system became unsustainable. The EWT needed a solution to relieve its administrative burden. After evaluating several document management systems, DocuWare emerged as the top choice – not only fulfilling all technical requirements, but also standing out as a highly cost-effective option.
Seamless integration, intuitive workflows
With DocuWare, the EWT digitized its existing workflows – including previously used Excel forms. A key advantage: DocuWare integrates seamlessly with Microsoft SharePoint, the organisation's familiar interface. This minimized the need for training and ensured quick adoption. Employees now complete digital forms directly in SharePoint, attach supporting documents, and submit them electronically. DocuWare handles secure, audit-ready archiving and automates the approval process. When a document requires approval, the relevant team is notified via email and can authorize it instantly using a digital stamp. When data from documents – such as invoices – needs to be used in other systems, DocuWare transfers it automatically. For example, the ERP system Sage Intacct receives all relevant data without any need for manual re-entry. This automation ensures accuracy and saves time. In addition to procurement and finance, the EWT now uses DocuWare for HR and contract management as well.
Efficiency gains across the board
Thanks to DocuWare, the EWT’s processes have become dramatically more efficient. Gone are the days of emailing Excel forms and attachments back and forth. The entire workflow is now digital, centralized, and trackable. Team members can check approval statuses anytime, anywhere – without having to consult the finance department. The transparency DocuWare provides has transformed documentation and reporting. In the past, information on fund usage was only available after complete manual approval and data entry into the ERP system. Today, this data is available in real time, from the moment a requirement is recorded – standardized and ready for reporting. The result: less administrative effort, faster processes, and greater accountability. Most importantly, it allows the EWT to dedicate more of its resources directly to where they matter most – on the ground, protecting Africa’s wildlife.
