A cross-functional project focused on automation and scalability
Led jointly by Henry Schein’s Finance and IT teams in close collaboration with their technology partner, the initiative involved more than just replacing a tool. Particular focus was placed on the procurement area, where high document volumes and strict requirements for control and traceability made it essential to intelligently orchestrate the entire document lifecycle and integrate it seamlessly with the corporate ERP system and existing financial and operational processes.
End-to-end automation of the procurement process with ERP integration
Today, DocuWare Cloud centrally manages the entire document lifecycle of the procurement process. Supplier invoices are automatically captured and indexed – regardless of format or input channel – and matched with purchase orders and goods receipt records from the ERP system. When there is a full match with a previously approved purchase order, invoices are posted automatically. In cases requiring validation, DocuWare triggers automated approval workflows involving the relevant stakeholders, with electronic notifications and immediate access to all related documents. Throughout the process, the platform maintains bidirectional integration with the ERP system, ensuring data consistency and eliminating low-value manual tasks. The result is a faster, more secure, and more transparent process that reduces errors, processing times, and operational risks.
Beyond procurement: a central document system for the entire organization
The use of DocuWare at Henry Schein Spain and Portugal goes beyond procurement. The solution is also used for managing sales invoices and technical product documentation, establishing itself as the company’s central document repository. Thanks to API-based integration, the company’s online portal enables customers to access their documents in real time, improving the service experience and strengthening customer relationships. In total, more than 70 employees across departments such as finance, administration, logistics, customer service, and sales use DocuWare daily in their work.
A solid foundation for the digitalization strategy
The implementation of DocuWare Cloud has significantly improved operational efficiency and control over document-based processes. Employees can locate information within seconds from any location and device, while full document traceability supports regulatory compliance and internal audits. In addition to administrative cost savings and increased productivity, the company has enhanced the quality of service provided to customers and partners by ensuring fast and secure access to relevant documentation. Overall, DocuWare Cloud has become a key component of Henry Schein Spain and Portugal’s global digitalization strategy, providing a robust and flexible platform that supports future business growth.
