Seamless integration with the ERP system
When selecting the DMS, the company prioritized two key features: an intuitive user interface and—most importantly—seamless integration with the ERP system. The complex order processing process required a continuous exchange of data between the two systems. This was especially important because it is necessary to repeatedly compare customers’ current requirements to their budget and make minor adjustments.
Previously, the adjustments were noted directly on the paper documents and then transferred into the ERP system. Orders were also frequently updated with handwritten notes as they moved through the order process, then updated in the ERP. The company wanted a DMS that could replicate the entire process digitally, integrating seamlessly with the ERP system. Another key decision-making criterion was that both the ERP and the DMS should come from the same implementation partner. This would prevent any uncertainty about responsibility.
Since November 2023, order processing has been entirely digital. Orders are received in a designated email inbox, then imported into the ERP system’s interface, where the line items are entered. Using a tool from the implementation partner, the orders are automatically imported into DocuWare with complete indexing. In the digital file cabinet, all documents—from quotes to orders to delivery documents—are bundled together and can be pulled up at any time using the search feature. As a result, employees now avoid the laborious manual searches for information that once slowed down the entire process.
Up to 1,000 supplier invoices per month
The roughly 800 to 1,000 supplier invoices that arrive each month pose a particular challenge. They frequently contain a large number of line items and often have unique aspects that make automatic processing difficult. For example, one supplier might add a surcharge for oversized products as a separate line item, rather than including it as part of the original line item. With invoices that include 20 or 30 line items, manual post-processing was sometimes necessary despite intelligent indexing.
To solve this issue, DocuWare Intelligent Document Processing (IDP) was introduced at the beginning of 2025. This now allows even complex invoices to be extracted reliably. If a supplier’s invoice causes problems, the AI can be trained specifically to handle it. Today, the monitoring process is streamlined. For each invoice, the corresponding document from the receiving department is displayed; if there are any questions, these can be clarified via a workflow that includes an approval stamp. After approval, the invoice is sent via an interface directly to the DATEV accounting software for payment.
DocuWare is also used to archive signed delivery documents. When needed, the company can now quickly and easily provide proof of delivery – a task that used to take considerably more time and effort.
