DocuWare Case Studies Walker Group Streamlines Invoice Approvals with DocuWare

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	Walker Group Streamlines Invoice Approvals with DocuWare DocuWare

Walker Group Streamlines Invoice Approvals with DocuWare

DocuWare

Technology Category	Functional Applications - Enterprise Resource Planning Systems (ERP)
Applicable Industries	Food & Beverage
Applicable Functions	Logistics & Transportation Procurement
Use Cases	Inventory Management Supply Chain Visibility
Services	System Integration
Challenge	Walker Group, a cheese producer and retailer in Switzerland, was struggling with a time-consuming and error-prone invoice approval process. The company, which supplies hotels, restaurants, canteen kitchens, and the retail trade with around 9,000 different products, had to check incoming invoices from around 150 suppliers and over 200 service providers. This process was paper-heavy and required many manual approvals, leading to inefficiencies and errors. The company wanted to introduce a document management system (DMS) to streamline this process and ensure efficient administrative workflows. They were looking for a solution that could provide more reliability and traceability in the invoice approval process. Read More
About Customer	Walker Group is a family-owned cheese producer and retailer headquartered in Valais, Switzerland. The company supplies hotels, restaurants, canteen kitchens, and the retail trade with around 9,000 different products. They have well-functioning logistics that ensure reliable delivery, even to remote mountain restaurants. The company has offices in Bitsch, Zermatt, and Martinach. They work with around 150 suppliers and over 200 service providers. The company was looking for a solution to streamline their invoice approval process, which was previously paper-heavy and prone to errors. Read More
Solution	The company decided to implement DocuWare, a document management system (DMS), to streamline their invoice approval process. The DMS was introduced in May 2020 and was quickly integrated into all departments for invoice approval. The system allows for the archiving of all incoming invoices in a central document pool. Suppliers send about half of the invoices by email, which are archived in DocuWare using drag & drop. Paper invoices are scanned, keyworded in the accounting program, assigned to a clerk or department, and then archived. This automatically launches the workflow. An invoice appears in the task list of the responsible clerk for review. After the invoice is checked and approved, it automatically appears in the accounting software as “released” and can be included in the subsequent payment run. Read More Log in to view content
Contents

Technology Category

Functional Applications - Enterprise Resource Planning Systems (ERP)

Applicable Industries

Food & Beverage

Applicable Functions

Logistics & Transportation

Procurement

Use Cases

Inventory Management

Supply Chain Visibility

Services

System Integration

Challenge

Walker Group, a cheese producer and retailer in Switzerland, was struggling with a time-consuming and error-prone invoice approval process. The company, which supplies hotels, restaurants, canteen kitchens, and the retail trade with around 9,000 different products, had to check incoming invoices from around 150 suppliers and over 200 service providers. This process was paper-heavy and required many manual approvals, leading to inefficiencies and errors. The company wanted to introduce a document management system (DMS) to streamline this process and ensure efficient administrative workflows. They were looking for a solution that could provide more reliability and traceability in the invoice approval process.

About Customer

Walker Group is a family-owned cheese producer and retailer headquartered in Valais, Switzerland. The company supplies hotels, restaurants, canteen kitchens, and the retail trade with around 9,000 different products. They have well-functioning logistics that ensure reliable delivery, even to remote mountain restaurants. The company has offices in Bitsch, Zermatt, and Martinach. They work with around 150 suppliers and over 200 service providers. The company was looking for a solution to streamline their invoice approval process, which was previously paper-heavy and prone to errors.

Solution

The company decided to implement DocuWare, a document management system (DMS), to streamline their invoice approval process. The DMS was introduced in May 2020 and was quickly integrated into all departments for invoice approval. The system allows for the archiving of all incoming invoices in a central document pool. Suppliers send about half of the invoices by email, which are archived in DocuWare using drag & drop. Paper invoices are scanned, keyworded in the accounting program, assigned to a clerk or department, and then archived. This automatically launches the workflow. An invoice appears in the task list of the responsible clerk for review. After the invoice is checked and approved, it automatically appears in the accounting software as “released” and can be included in the subsequent payment run.

Impact #1	The implementation of DocuWare has made the invoice approval process faster and more transparent.
Impact #2	The system's full-text search allows any authorized employee to access receipts quickly.
Impact #3	The company can now find receipts in seconds, without anyone having to run to the archive and hunt for documents in folders.

Impact #1

The implementation of DocuWare has made the invoice approval process faster and more transparent.

Impact #2

The system's full-text search allows any authorized employee to access receipts quickly.

Impact #3

The company can now find receipts in seconds, without anyone having to run to the archive and hunt for documents in folders.

Benefit #1	Employees save an estimated ten working hours per week on filing, invoice approvals, and searches.

Benefit #1

Employees save an estimated ten working hours per week on filing, invoice approvals, and searches.

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Overview

Walker Group Streamlines Invoice Approvals with DocuWare

Operational Impact

Quantitative Benefit