DocuWare Case Studies Berwick Retirement Communities Streamlines Invoice Processing with DocuWare

Edit This Case Study Record

	Berwick Retirement Communities Streamlines Invoice Processing with DocuWare DocuWare

Berwick Retirement Communities Streamlines Invoice Processing with DocuWare

DocuWare

Technology Category	Application Infrastructure & Middleware - Data Exchange & Integration
Applicable Industries	Construction & Infrastructure
Services	System Integration Training
Challenge	Berwick Retirement Communities, a family-owned company that builds and manages retirement homes in British Columbia, Canada, was facing challenges with its vendor invoice approvals and payments process. With six retirement homes to operate and more being built, plus two head offices in different locations, the process was complex. Invoices had to circulate between different offices, in paper or email form, to collect the necessary signatures and approvals. This led to unnecessary redundancy and complexity, with several copies of invoices being made in different locations. Staff had to call different offices to locate the invoices and ensure all signatures were collected. When vendors called to inquire about payments, Berwick personnel weren’t always able to locate specific invoices and had to contact other offices to track down the missing paperwork. Read More
About Customer	Berwick Retirement Communities is a family-owned company that has been in operation since 1989. The company builds and manages retirement homes in British Columbia, Canada. To operate its six homes, the company employs 1400 vendors and processes about 800 invoices a month for catering, housekeeping, nursing supplies, personal care, and other essentials. The company also has two head offices in different locations, adding to the complexity of its operations. Berwick Retirement Communities is committed to creating vibrant and sustainable residential retirement communities. Read More
Solution	Berwick Retirement Communities purchased DocuWare in 2018 and switched over in November that year. Due to Berwick’s specific requirements, the DocuWare accounting module had to be customized to fit the company’s data entry needs. DocuWare specialists helped Berwick build their customized version of the accounting system. The training and switchover process was smooth and easy. The company also values having a dedicated DocuWare support person who is responsive and knowledgeable. Installing DocuWare allowed Berwick personnel to digitize all invoice processing. Staff can now pull up multiple invoices on the screen, add notes to an invoice, or compare current invoice amounts to those from previous months to assure correct sums. DocuWare allowed for better transparency in locating invoices and accessing them remotely from other locations. Read More Log in to view content
Contents

Technology Category

Application Infrastructure & Middleware - Data Exchange & Integration

Applicable Industries

Construction & Infrastructure

Services

System Integration

Training

Challenge

Berwick Retirement Communities, a family-owned company that builds and manages retirement homes in British Columbia, Canada, was facing challenges with its vendor invoice approvals and payments process. With six retirement homes to operate and more being built, plus two head offices in different locations, the process was complex. Invoices had to circulate between different offices, in paper or email form, to collect the necessary signatures and approvals. This led to unnecessary redundancy and complexity, with several copies of invoices being made in different locations. Staff had to call different offices to locate the invoices and ensure all signatures were collected. When vendors called to inquire about payments, Berwick personnel weren’t always able to locate specific invoices and had to contact other offices to track down the missing paperwork.

About Customer

Berwick Retirement Communities is a family-owned company that has been in operation since 1989. The company builds and manages retirement homes in British Columbia, Canada. To operate its six homes, the company employs 1400 vendors and processes about 800 invoices a month for catering, housekeeping, nursing supplies, personal care, and other essentials. The company also has two head offices in different locations, adding to the complexity of its operations. Berwick Retirement Communities is committed to creating vibrant and sustainable residential retirement communities.

Solution

Berwick Retirement Communities purchased DocuWare in 2018 and switched over in November that year. Due to Berwick’s specific requirements, the DocuWare accounting module had to be customized to fit the company’s data entry needs. DocuWare specialists helped Berwick build their customized version of the accounting system. The training and switchover process was smooth and easy. The company also values having a dedicated DocuWare support person who is responsive and knowledgeable. Installing DocuWare allowed Berwick personnel to digitize all invoice processing. Staff can now pull up multiple invoices on the screen, add notes to an invoice, or compare current invoice amounts to those from previous months to assure correct sums. DocuWare allowed for better transparency in locating invoices and accessing them remotely from other locations.

Impact #1	Improved transparency in locating invoices and accessing them remotely from other locations.
Impact #2	Reduced paper clutter and the need for physical storage.
Impact #3	Streamlined invoice processing, making it easier to pull up multiple invoices, add notes, and compare current invoice amounts to those from previous months.

Impact #1

Improved transparency in locating invoices and accessing them remotely from other locations.

Impact #2

Reduced paper clutter and the need for physical storage.

Impact #3

Streamlined invoice processing, making it easier to pull up multiple invoices, add notes, and compare current invoice amounts to those from previous months.

Benefit #1	Digitized 7,677 documents.
Benefit #2	Shredded about 90 boxes of paper accumulated over a few years.

Benefit #1

Digitized 7,677 documents.

Benefit #2

Shredded about 90 boxes of paper accumulated over a few years.

Download PDF Version

Overview

Berwick Retirement Communities Streamlines Invoice Processing with DocuWare

Operational Impact

Quantitative Benefit