DocuWare Case Studies AlphaPet Ventures Streamlines Accounting with DocuWare Cloud

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	AlphaPet Ventures Streamlines Accounting with DocuWare Cloud DocuWare

AlphaPet Ventures Streamlines Accounting with DocuWare Cloud

DocuWare

Technology Category	Infrastructure as a Service (IaaS) - Cloud Computing
Applicable Industries	Retail
Use Cases	Inventory Management
Services	Cloud Planning, Design & Implementation Services
Challenge	AlphaPet Ventures, a Munich-based start-up specializing in premium pet food, was facing a significant challenge in managing its accounting processes. The company, which handles several thousand orders daily, had a disjointed system for managing incoming invoices. Some invoices were stored as PDF files on servers, while others were kept in paper form and sent weekly to an external accounting department. As the company grew and merged with another start-up, the volume of paper invoices increased significantly, and the storage of invoices in PDF form proved to be inefficient. It became increasingly difficult and time-consuming to obtain an overview of the company’s liabilities, which was crucial for managing its cash flow. Read More
About Customer	AlphaPet Ventures is a Munich-based start-up that specializes in the provision of premium pet food. The company, which was created through the merger of two start-ups, handles several thousand orders every day, making it one of the leading providers in its industry. AlphaPet Ventures' success and growth have been bolstered by a multi-million growth investment. However, the rapid growth and the merger resulted in an increase in the volume of paper invoices and inefficiencies in the storage and management of invoices. Read More
Solution	To address these challenges, AlphaPet Ventures decided to introduce a document management system (DMS). The company chose DocuWare due to its tamper-free security, ease of use, and cloud-based functionality. The cloud-based solution offered quick implementation, maximum flexibility, and scalability without incurring large fixed costs. The system was launched with the support of DocuWare experts and ran flawlessly within a day with only minor improvements. Today, the approximately 50 to 100 invoices received daily by email or in paper form are immediately archived in the central document pool. Indexing is automated and only manually enhanced with information not readable from the invoice. The system automatically captures booking account number, cost center, performance period, and also the planned payment date. They are then transferred to a digital workflow to ensure verification within 24 hours. Read More Log in to view content
Contents

Technology Category

Infrastructure as a Service (IaaS) - Cloud Computing

Applicable Industries

Retail

Use Cases

Inventory Management

Services

Cloud Planning, Design & Implementation Services

Challenge

AlphaPet Ventures, a Munich-based start-up specializing in premium pet food, was facing a significant challenge in managing its accounting processes. The company, which handles several thousand orders daily, had a disjointed system for managing incoming invoices. Some invoices were stored as PDF files on servers, while others were kept in paper form and sent weekly to an external accounting department. As the company grew and merged with another start-up, the volume of paper invoices increased significantly, and the storage of invoices in PDF form proved to be inefficient. It became increasingly difficult and time-consuming to obtain an overview of the company’s liabilities, which was crucial for managing its cash flow.

About Customer

AlphaPet Ventures is a Munich-based start-up that specializes in the provision of premium pet food. The company, which was created through the merger of two start-ups, handles several thousand orders every day, making it one of the leading providers in its industry. AlphaPet Ventures' success and growth have been bolstered by a multi-million growth investment. However, the rapid growth and the merger resulted in an increase in the volume of paper invoices and inefficiencies in the storage and management of invoices.

Solution

To address these challenges, AlphaPet Ventures decided to introduce a document management system (DMS). The company chose DocuWare due to its tamper-free security, ease of use, and cloud-based functionality. The cloud-based solution offered quick implementation, maximum flexibility, and scalability without incurring large fixed costs. The system was launched with the support of DocuWare experts and ran flawlessly within a day with only minor improvements. Today, the approximately 50 to 100 invoices received daily by email or in paper form are immediately archived in the central document pool. Indexing is automated and only manually enhanced with information not readable from the invoice. The system automatically captures booking account number, cost center, performance period, and also the planned payment date. They are then transferred to a digital workflow to ensure verification within 24 hours.

Impact #1	The implementation of DocuWare Cloud has streamlined the accounting processes at AlphaPet Ventures. The company now has a centralized system for managing invoices, which has improved efficiency and productivity.
Impact #2	The system has also improved collaboration with the company’s external accounting department. Previously, all invoices had to be printed out and handwritten with important notes before they were sent over for posting. Now, thanks to the comprehensive indexing of the documents, everyone authorized can access all the information in the central document pool at any time.
Impact #3	The tamper-proof filing offered by DocuWare Cloud has also ensured that AlphaPet Ventures can easily comply with legal regulations. The company can now provide its investors with an auditor’s certificate, as transparency and verifiability are guaranteed by the DMS.

Impact #1

The implementation of DocuWare Cloud has streamlined the accounting processes at AlphaPet Ventures. The company now has a centralized system for managing invoices, which has improved efficiency and productivity.

Impact #2

The system has also improved collaboration with the company’s external accounting department. Previously, all invoices had to be printed out and handwritten with important notes before they were sent over for posting. Now, thanks to the comprehensive indexing of the documents, everyone authorized can access all the information in the central document pool at any time.

Impact #3

The tamper-proof filing offered by DocuWare Cloud has also ensured that AlphaPet Ventures can easily comply with legal regulations. The company can now provide its investors with an auditor’s certificate, as transparency and verifiability are guaranteed by the DMS.

Benefit #1	The system was launched and ran flawlessly within a day.
Benefit #2	The company now has an overview of all invoices that are at the company at all times and can immediately see whether they have been verified, posted and when they are due for payment.
Benefit #3	The company can now harness their cashflow, even on a daily basis.

Benefit #1

The system was launched and ran flawlessly within a day.

Benefit #2

The company now has an overview of all invoices that are at the company at all times and can immediately see whether they have been verified, posted and when they are due for payment.

Benefit #3

The company can now harness their cashflow, even on a daily basis.

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Overview

AlphaPet Ventures Streamlines Accounting with DocuWare Cloud

Operational Impact

Quantitative Benefit