Self-learning indexing service combined with digital workflows

When the project started, two high-quality document scanners were purchased for their headquarters. Existing multifunctional devices were used in the district offices. Supported by DocuWare specialists, a project team analyzed central accounting processes and mapped them out in the form of digital workflows. At the same time, an interface was programmed for an Access application that had been developed in-house and is used by the association as its primary business application.

Paper-based incoming invoices are now digitized in the head office or in the district offices, and the original documents are then destroyed. Together with digital A/P invoices, the self-learning Intelligent Indexing Service automatically indexes the documents and then transfers them into a digital payment approval workflow. After the management team, accounting manager, and specific department head have checked over the invoices and approved them with a digital stamp, the documents are sent on to the accounting department. Depending on the type of invoice, a manual or automatic posting is carried out here via the Sage accounting program. Generation, dispatch and archiving of outgoing invoices is carried out with the Access solution.

Digitization increases the range of services offered

The annual volume of invoices is estimated at around 2,500 incoming A/P and 3,000 outgoing A/R invoices. Digitization ensures greater transparency and efficiency, since the processing status of an invoice can be viewed at any time. Errors due to incorrect filing, multiple copies and time-consuming search tasks are all part of the past. Shorter processing times and a better ability to provide information on inquiries are also positive effects of the solution. Employees can, for example, access the central archive directly via a button integrated into the Sage user interface. The association plans to successively expand the digitization of its processes. One of their first major projects was the digitization of documentation for disabled students who are supported by Martinsclub. This includes personal documents that currently fill five shelves at the organization. In view of the rapid growth of the association - which currently employs almost 900 people - their administrative needs also offer further potential for optimization; for example, to set up a contract file cabinet or one for human resources. The aim of the association is to constantly improve its own range of services to support people with disabilities.