More efficient thanks to electronic invoice workflow
Today, approximately 100 incoming invoices per week are transferred from both locations to the cloud: paper receipts are scanned, digital incoming invoices are transferred to DocuWare via Outlook integration. There, an intelligent document capture collects all index data and stores the documents. In the subsequent workflow, the accounting department distributes the digitized invoices to a total of seven departments, employees can see them in their electronic task lists and approve them via digital stamp. If desired, the document management system will remind users of this so that approvals can also be started directly from the email notification. In the last step, the accounting department calls up the receipts on the screen and executes the posting. A total of twelve employees work with DocuWare in this way. In addition to invoice verification, the professional club also uses the DMS for invoicing admission and season tickets.
Digital transformation increases document security
Digitization has not only made the invoice workflow more efficient. Since the information is now available centrally, authorized departments can search for invoices independently , time-consuming queries in accounting are no longer necessary. Traceability is also easy with DocuWare: The solution logs who approved which invoice and when, and archives associated documents, such as meeting minutes or budget plans.
At the same time, Osasuna was able to significantly increase data security. At a premier league club, there is a lot of sensitive information, from player contracts to agency fees. With DocuWare Cloud, individual access rights can be precisely defined.
Based on the positive experience, the association wants to significantly expand the use of the DMS over the next few years: In the future, not only the entire contract and human resources system is to be integrated, but also the Osasuna Foundation, which takes care of philanthropic activities. This is in the spirit of "La Liga", the highest Spanish football league, which has long been committed to digital transformation and encourages its members to modernize internal and external processes accordingly.
