Endsleigh Insurance Services has streamlined its purchase-to-pay processes with Version One’s DbArchive.
The document imaging technology, which is tightly integrated into Endsleigh’s Microsoft Dynamics GP ERP system, has reduced invoice approval times by five days, whilst cutting document archiving costs.
With DbArchive, purchase invoices are scanned in, imaged and then automatically tagged to the appropriate record in the ERP system.
The original paper invoices are then destroyed. In addition, all purchase invoices are now approved electronically. Once an invoice has been scanned in, the relevant approvers are automatically e-mailed with a web link to the invoice. They can then access it on-screen and either approve or reject it with just a click of the mouse.
Mal Westfield, financial accounting manager at Endsleigh Insurance Services, said, “In the past, we’d experienced problems trying to get software from different suppliers working together and so didn’t want to take any risks. As Version One’s DbArchive is proven to work seamlessly with our Great Plains ERP system, it was the obvious choice.
“Prior to implementing this technology we had inefficient manual processes in place. Getting an invoice authorised involved posting a paper copy of the invoice with a reference slip to the relevant approvers to sign and post back.
“Not only was this time-consuming, it also made it difficult to keep track of where invoices were at any point. On top of this, it was all too common for invoices to get delayed or even lost in the post.”
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