DocuWare has been in use at GFT Fassaden AG since the beginning of 2020. According to Managing Director Thúr, implementation went quickly. The invoice verification workflow proved to be especially useful right from the start. For this, all incoming invoices are archived in a central document pool , this includes the 95 percent that are already coming electronically, while the rest are scanned, indexed and stored. The responsible employees check over the invoice and then, depending on the amount, it is either forwarded to their superior or immediately to the managing director, who finally approves it. Even during the Corona crisis, employees were able to issue their approvals from their home offices. Invoices were still able to be paid on time.
With another workflow, credit notes and payments to customers are first checked and approved by the accounting staff and then by the management before the payments are sent. The HR department is also involved in the DocuWare deployment. Here, a workflow ensures that expenses are quickly settled. The management of their vehicle fleet was most recently set up using the DMS. "Now I have a precise overview of what happens to individual vehicles and when I need to invest in new ones," says Thúr. The fact that these work processes are now uniformly handled and that it's clear who is responsible for what and when , the company now enjoys many advantages, emphasizes Managing Director Thúr: "We work much faster and more efficiently when we have to search for documents or issue approvals." If employee do not complete their tasks on time, the company can now quickly react. No matter where everyone is working, there are rarely delays , thanks to the DocuWare App, employees can access documents from anywhere, even when they are on the road.
Iwan Thúr particularly appreciates the fact that the DMS offers so many possibilities and can be flexibly adapted to individual needs: "Now that we know the system, we are keen to automate many more processes." This includes their central ordering system. In the future, a workflow from price inquiry to order should prevent the production of faulty orders, which will be another win for their bottom line.
