DocuWare Case Studies Smile Train's Digital Transformation with DocuWare

Edit This Case Study Record

	Smile Train's Digital Transformation with DocuWare DocuWare

Smile Train's Digital Transformation with DocuWare

DocuWare

Technology Category	Application Infrastructure & Middleware - Data Exchange & Integration
Applicable Industries	Healthcare & Hospitals
Services	Software Design & Engineering Services
Challenge	Smile Train, a non-profit organization that provides support for children with cleft lips and palates, was facing challenges with its paper-based invoicing system. The manual process was slow and inefficient, making it difficult for the organization to ensure that invoices were paid on time. This was crucial for Smile Train as it works with a multitude of vendors to purchase everything from brochures and t-shirts to software and IT infrastructure support. The organization needed a solution that would improve communication, efficiency, and accuracy in its financial operations. Read More
About Customer	Smile Train is the world’s largest cleft-focused organization, with a sustainable and local model of supporting surgery and other forms of essential care. Over the last 20+ years, they have supported safe and quality cleft care for 1.5+ million children, and they will continue to do so until every child in need with a cleft has access to the care they deserve. To carry out its operations, Smile Train works with a multitude of vendors to purchase everything from brochures and t-shirts to software and IT infrastructure support. Read More
Solution	Smile Train implemented DocuWare, a digital platform that supplements its accounting platform to process invoices and other financial documents like vendor agreements and contracts electronically. The platform digitized the workflow, improving communications, efficiency, and accuracy. DocuWare also provides an audit trail of approvals and allows staff to track the workflow of an invoice at any given moment. This frees up the Finance team to focus on AP cycles as well as their other tasks and projects. Smile Train also uses Intelligent Indexing to speed up invoice processing. Users can drop all invoices into a folder on their desktop, and they will be automatically loaded into DocuWare. The system then indexes most of the fields necessary for invoice approval, shortening processing time. Read More Log in to view content
Contents

Technology Category

Application Infrastructure & Middleware - Data Exchange & Integration

Applicable Industries

Healthcare & Hospitals

Services

Software Design & Engineering Services

Challenge

Smile Train, a non-profit organization that provides support for children with cleft lips and palates, was facing challenges with its paper-based invoicing system. The manual process was slow and inefficient, making it difficult for the organization to ensure that invoices were paid on time. This was crucial for Smile Train as it works with a multitude of vendors to purchase everything from brochures and t-shirts to software and IT infrastructure support. The organization needed a solution that would improve communication, efficiency, and accuracy in its financial operations.

About Customer

Smile Train is the world’s largest cleft-focused organization, with a sustainable and local model of supporting surgery and other forms of essential care. Over the last 20+ years, they have supported safe and quality cleft care for 1.5+ million children, and they will continue to do so until every child in need with a cleft has access to the care they deserve. To carry out its operations, Smile Train works with a multitude of vendors to purchase everything from brochures and t-shirts to software and IT infrastructure support.

Solution

Smile Train implemented DocuWare, a digital platform that supplements its accounting platform to process invoices and other financial documents like vendor agreements and contracts electronically. The platform digitized the workflow, improving communications, efficiency, and accuracy. DocuWare also provides an audit trail of approvals and allows staff to track the workflow of an invoice at any given moment. This frees up the Finance team to focus on AP cycles as well as their other tasks and projects. Smile Train also uses Intelligent Indexing to speed up invoice processing. Users can drop all invoices into a folder on their desktop, and they will be automatically loaded into DocuWare. The system then indexes most of the fields necessary for invoice approval, shortening processing time.

Impact #1	Improved communication, efficiency, and accuracy in financial operations
Impact #2	Streamlined invoice processing with Intelligent Indexing
Impact #3	Enabled staff to track the workflow of an invoice at any given moment

Impact #1

Improved communication, efficiency, and accuracy in financial operations

Impact #2

Streamlined invoice processing with Intelligent Indexing

Impact #3

Enabled staff to track the workflow of an invoice at any given moment

Benefit #1	Over 31,000 invoices and over 5,200 vendor agreements have been automatically processed through DocuWare

Benefit #1

Over 31,000 invoices and over 5,200 vendor agreements have been automatically processed through DocuWare

Download PDF Version

Overview

Smile Train's Digital Transformation with DocuWare

Operational Impact

Quantitative Benefit