Stuart Plumbing were looking at document management solutions when their rapid expansion enabled them to open an eighth location. The growth had a significant impact on their finance department's workload. With only two staff members manually processing over 2,000 invoices a month from many different suppliers, it was a time-consuming and laborious task that was reaching breaking point. Stuart Plumbing knew they had to think about an automation platform to ease the pressure and sought the advice of their long-standing print and software supplier.

Automation for efficiency and accuracy

A full audit was carried out. Having identified the critical pain points, the experts in business workflows proposed DocuWare as a document management solution (DMS) to automate the invoice entry process. The system has been integrated into the capturing and classification solution, Ancora Software.

Three things were critical for the project €” removing the manual tasks, streamlining processes within the finance department and, most importantly, highlighting and resolving errors quickly for improved accuracy.

With the scoping phase complete, the transition to the new solution was straightforward, easily integrating into the company's existing EDI software and the finance team adapted quickly to the further digitisation. The company could finally reduce its invoicing time by about 30-40% by automating a very manual and labour-intensive process.

Along with the time savings and increased accuracy, Stuart Plumbing has also reduced the amount of paper being used as invoices are entered straight into the system without being printed first, further reducing costs.

Country:
United Kingdom
Industry:
Retail / Wholesale
Department:
Accounting
Deployment:
DocuWare Cloud
Integration:
ancora Software