DocuWare Case Studies ILB Group Streamlines Invoice Processing with DocuWare Cloud

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	ILB Group Streamlines Invoice Processing with DocuWare Cloud DocuWare

ILB Group Streamlines Invoice Processing with DocuWare Cloud

DocuWare

Technology Category	Application Infrastructure & Middleware - Data Exchange & Integration Infrastructure as a Service (IaaS) - Cloud Computing
Applicable Industries	Transportation
Applicable Functions	Procurement
Use Cases	Inventory Management Supply Chain Visibility
Services	Cloud Planning, Design & Implementation Services System Integration
Challenge	ILB Group, a Belgium-based logistics company, was struggling with the management of over 1,000 supplier invoices every month. The company received documents in various formats, including paper, PDF downloads via supplier portals, and by email. Anything not physically available was printed out, checked against internal order data, and finally approved. This process often led to overlaps in the printing process, resulting in confusion over which invoices already existed on paper. This led to plenty of duplicates and double processing. Some invoices were overlooked or lost, leading to unpleasant inquiries from suppliers or reminders for payment. The company’s managing director decided it was time to start looking for a digital document processing solution. An ERP-independent solution was crucial, since their individual national companies use different IT systems. Read More
About Customer	ILB Group is a logistics specialist based in Belgium. The company manages transportation via land and water, as well as containers. Through various partnerships, it draws on an impressive network of more than 100,000 vehicles. Major names from the chemical, pharmaceutical and plastics industries are among the customers of this logistics specialist, which employs a total of 30 staff and 40 drivers in Belgium, Holland, Germany and Spain. A document management system (DMS) handles the filing and processing of all incoming invoices. The company receives over 1,000 supplier invoices every month. Read More
Solution	ILB Group implemented DocuWare Cloud, a digital document processing solution. Today, receipts, which are now mainly received electronically, are first collected in a central mailbox. A Kofax-based algorithm classifies the documents and captures key index information. At the same time, the system adds other data, such as cost allocation to internal budgets or posting accounts. The documents are then transferred to DocuWare, where they are stored fully indexed in the digital archive. Invoice approval takes place automatically if a purchase order reference exists. DocuWare compares the invoice with open purchase order items and budget data from Navision. If there is a match, the invoice is released. At the same time, the DMS transfers all posting information to the ERP system, so that employees in accounting can display, post and pay the documents with just one mouse click. Read More Log in to view content
Contents

Technology Category

Application Infrastructure & Middleware - Data Exchange & Integration

Infrastructure as a Service (IaaS) - Cloud Computing

Applicable Industries

Transportation

Applicable Functions

Procurement

Use Cases

Inventory Management

Supply Chain Visibility

Services

Cloud Planning, Design & Implementation Services

System Integration

Challenge

ILB Group, a Belgium-based logistics company, was struggling with the management of over 1,000 supplier invoices every month. The company received documents in various formats, including paper, PDF downloads via supplier portals, and by email. Anything not physically available was printed out, checked against internal order data, and finally approved. This process often led to overlaps in the printing process, resulting in confusion over which invoices already existed on paper. This led to plenty of duplicates and double processing. Some invoices were overlooked or lost, leading to unpleasant inquiries from suppliers or reminders for payment. The company’s managing director decided it was time to start looking for a digital document processing solution. An ERP-independent solution was crucial, since their individual national companies use different IT systems.

About Customer

ILB Group is a logistics specialist based in Belgium. The company manages transportation via land and water, as well as containers. Through various partnerships, it draws on an impressive network of more than 100,000 vehicles. Major names from the chemical, pharmaceutical and plastics industries are among the customers of this logistics specialist, which employs a total of 30 staff and 40 drivers in Belgium, Holland, Germany and Spain. A document management system (DMS) handles the filing and processing of all incoming invoices. The company receives over 1,000 supplier invoices every month.

Solution

ILB Group implemented DocuWare Cloud, a digital document processing solution. Today, receipts, which are now mainly received electronically, are first collected in a central mailbox. A Kofax-based algorithm classifies the documents and captures key index information. At the same time, the system adds other data, such as cost allocation to internal budgets or posting accounts. The documents are then transferred to DocuWare, where they are stored fully indexed in the digital archive. Invoice approval takes place automatically if a purchase order reference exists. DocuWare compares the invoice with open purchase order items and budget data from Navision. If there is a match, the invoice is released. At the same time, the DMS transfers all posting information to the ERP system, so that employees in accounting can display, post and pay the documents with just one mouse click.

Impact #1	Since the introduction of the DMS, invoices are no longer lost. Once documents are in the system, they can be found again at any time and in the simplest way.
Impact #2	The simple and complete integration into existing IT systems also simplifies user training.
Impact #3	Even employees who only occasionally need access to invoices can see them at the click of a mouse without having to call on their colleagues in the accounting department.

Impact #1

Since the introduction of the DMS, invoices are no longer lost. Once documents are in the system, they can be found again at any time and in the simplest way.

Impact #2

The simple and complete integration into existing IT systems also simplifies user training.

Impact #3

Even employees who only occasionally need access to invoices can see them at the click of a mouse without having to call on their colleagues in the accounting department.

Benefit #1	The accounting department has been able to keep its original staff without hiring new employees, even while the company has witnessed growth and an increase in the number of documents.

Benefit #1

The accounting department has been able to keep its original staff without hiring new employees, even while the company has witnessed growth and an increase in the number of documents.

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Overview

ILB Group Streamlines Invoice Processing with DocuWare Cloud

Operational Impact

Quantitative Benefit