DocuWare Case Studies Linstow Baltic Improves Efficiency with DocuWare

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	Linstow Baltic Improves Efficiency with DocuWare DocuWare

Linstow Baltic Improves Efficiency with DocuWare

DocuWare

Technology Category	Application Infrastructure & Middleware - Data Exchange & Integration
Applicable Functions	Business Operation
Services	System Integration Training
Challenge	Linstow Baltic, a real estate company operating in Tallinn and Riga, processes around 800 documents every month. These documents include documentation related to ongoing tenders, legal and insurance records, as well as supplier receipts, such as cost estimates, invoices, correspondence and contracts. Before the introduction of DocuWare, most of these documents were managed using an electronic file cabinet. However, the old system only supported filing and searching via a simple digital folder structure, which made it difficult to quickly retrieve documents during active processing. As a result, Linstow Baltic continued to work on paper despite the digital archive. The company’s management recognized the low added value of this method of working and set out to find a better solution. The main objective was to improve internal controls and tracking, as well as improve efficiency by connecting the document-based invoice workflow to the Epicor iScala accounting system. Read More
About Customer	Linstow Baltic is a real estate company that specializes in the construction and management of shopping centers and mixed-use properties. The company operates real estate properties in Tallinn and Riga. Since 2016, the company has relied on a modern document management system, which has now become one of its key IT solutions. The company processes around 800 documents every month, which include documentation related to ongoing tenders, legal and insurance records, as well as supplier receipts, such as cost estimates, invoices, correspondence and contracts. Read More
Solution	The DocuWare Partner took a systematic approach to implementation: after defining all requirements, they first created a configuration development as the basis for a pilot system, which was then put live after final approval. The data from the legacy system was also migrated during this process. A special feature was that the DocuWare partner based in Latvia carried out both installation and setup completely remotely: an on-site meeting only took place for the training of end users. Depending on the format, incoming documents are now either scanned or transferred directly to DocuWare in electronic form, for example when they are received as e-mail attachments. DocuWare automatically indexes standardized records, such as supplier invoices, based on the document content. In the case of incoming invoices, an approval workflow begins once the records are stored. The solution determines the correct workflow steps for each case and sends the invoices to the responsible department management, controlling and accounting. In the final step, DocuWare transfers the relevant invoice information to the iScala accounting system so that the appropriate data records can be booked there without double work for accountants. Read More Log in to view content
Contents

Technology Category

Application Infrastructure & Middleware - Data Exchange & Integration

Applicable Functions

Business Operation

Services

System Integration

Training

Challenge

Linstow Baltic, a real estate company operating in Tallinn and Riga, processes around 800 documents every month. These documents include documentation related to ongoing tenders, legal and insurance records, as well as supplier receipts, such as cost estimates, invoices, correspondence and contracts. Before the introduction of DocuWare, most of these documents were managed using an electronic file cabinet. However, the old system only supported filing and searching via a simple digital folder structure, which made it difficult to quickly retrieve documents during active processing. As a result, Linstow Baltic continued to work on paper despite the digital archive. The company’s management recognized the low added value of this method of working and set out to find a better solution. The main objective was to improve internal controls and tracking, as well as improve efficiency by connecting the document-based invoice workflow to the Epicor iScala accounting system.

About Customer

Linstow Baltic is a real estate company that specializes in the construction and management of shopping centers and mixed-use properties. The company operates real estate properties in Tallinn and Riga. Since 2016, the company has relied on a modern document management system, which has now become one of its key IT solutions. The company processes around 800 documents every month, which include documentation related to ongoing tenders, legal and insurance records, as well as supplier receipts, such as cost estimates, invoices, correspondence and contracts.

Solution

The DocuWare Partner took a systematic approach to implementation: after defining all requirements, they first created a configuration development as the basis for a pilot system, which was then put live after final approval. The data from the legacy system was also migrated during this process. A special feature was that the DocuWare partner based in Latvia carried out both installation and setup completely remotely: an on-site meeting only took place for the training of end users. Depending on the format, incoming documents are now either scanned or transferred directly to DocuWare in electronic form, for example when they are received as e-mail attachments. DocuWare automatically indexes standardized records, such as supplier invoices, based on the document content. In the case of incoming invoices, an approval workflow begins once the records are stored. The solution determines the correct workflow steps for each case and sends the invoices to the responsible department management, controlling and accounting. In the final step, DocuWare transfers the relevant invoice information to the iScala accounting system so that the appropriate data records can be booked there without double work for accountants.

Impact #1	The solution ensures that project documents are stored securely and quickly in the digital document pool and can be easily retrieved later.
Impact #2	Project-relevant documents can be exported at the push of a button, along with the DocuWare search function, and handed over to external companies, for example, after the final completion of a construction project.
Impact #3	Internal workflows and approval processes are now much easier to control.

Impact #1

The solution ensures that project documents are stored securely and quickly in the digital document pool and can be easily retrieved later.

Impact #2

Project-relevant documents can be exported at the push of a button, along with the DocuWare search function, and handed over to external companies, for example, after the final completion of a construction project.

Impact #3

Internal workflows and approval processes are now much easier to control.

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Overview

Linstow Baltic Improves Efficiency with DocuWare

Operational Impact