DocuWare > Case Studies > Adams Fairacre Farms Streamlines Invoice Processing with DocuWare

Adams Fairacre Farms Streamlines Invoice Processing with DocuWare

Company Size

200-1,000

Region

America

Country

United States

Product

DocuWare
Sage accounting software

Tech Stack

Document Management System
Accounting Software

Implementation Scale

Enterprise-wide Deployment

Impact Metrics

Cost Savings
Productivity Improvements

Technology Category

Application Infrastructure & Middleware - Data Exchange & Integration

Applicable Industries

Retail

Services

System Integration

About The Customer

Adams Fairacre Farms is a family-run Super Farm Market with four locations in New York’s Hudson Valley. The company prides itself on providing local, farm stand quality produce. With over 100 managers buying for their individual stores, the company processes over 2,500 invoices a week. The company was previously using paper-based processes which were inefficient and lacked transparency.

The Challenge

Adams Fairacre Farms, a Super Farm Market with four locations in New York’s Hudson Valley, was struggling with inefficient, paper-based processes for invoice processing and price comparison. With over 2,500 invoices being processed weekly by 100 managers across different stores, the lack of transparency and efficiency was a significant challenge. The company needed a digital solution to streamline these processes, improve accuracy, and enhance workflow speed.

The Solution

Adams Fairacre Farms selected DocuWare, a document management solution, to digitize their accounting processes. The solution was chosen for its flexibility, cost-effectiveness, and the Intelligent Indexing feature which facilitated easy indexing and storage of invoices. These invoices were then automatically imported into Adams’ existing Sage accounting software. This integration eliminated extra data entry, improved accuracy, and enhanced workflow speed. The digitization of accounting processes allowed for increased transparency of accounting information and facilitated cost research.

Operational Impact

The digitization of accounting processes led to increased transparency of accounting information, enabling managers to discover discrepancies in pricing across different stores.
Interactions with vendors became more streamlined as accounting staff could quickly verify where an invoice was in the process.
The digitization of documentation allowed for quick access to information on all orders, enabling staff to view any invoice, check for broken or missing items, and verify if the proper credit memo was issued.
The digitization also made audits easier as auditors could use DocuWare’s search features to get pricing documents, eliminating hours of work for Adams’ accounting team.
The transition from physical to digital filing cabinets allowed for the creation of additional office space.

Quantitative Benefit

Invoice processing workflow touchpoints reduced from an average of 10 times to 3 times.
Elimination of 30 physical filing cabinets, freeing up office space.