AlphaPet Ventures Streamlines Accounting with DocuWare Cloud
Company Size
11-200
Region
- Europe
Country
- Germany
Product
- DocuWare Cloud
Tech Stack
- Cloud Computing
Implementation Scale
- Enterprise-wide Deployment
Impact Metrics
- Cost Savings
- Productivity Improvements
Technology Category
- Infrastructure as a Service (IaaS) - Cloud Computing
Applicable Industries
- Retail
Use Cases
- Inventory Management
Services
- Cloud Planning, Design & Implementation Services
About The Customer
AlphaPet Ventures is a Munich-based start-up that specializes in the provision of premium pet food. The company, which was created through the merger of two start-ups, handles several thousand orders every day, making it one of the leading providers in its industry. AlphaPet Ventures' success and growth have been bolstered by a multi-million growth investment. However, the rapid growth and the merger resulted in an increase in the volume of paper invoices and inefficiencies in the storage and management of invoices.
The Challenge
AlphaPet Ventures, a Munich-based start-up specializing in premium pet food, was facing a significant challenge in managing its accounting processes. The company, which handles several thousand orders daily, had a disjointed system for managing incoming invoices. Some invoices were stored as PDF files on servers, while others were kept in paper form and sent weekly to an external accounting department. As the company grew and merged with another start-up, the volume of paper invoices increased significantly, and the storage of invoices in PDF form proved to be inefficient. It became increasingly difficult and time-consuming to obtain an overview of the company’s liabilities, which was crucial for managing its cash flow.
The Solution
To address these challenges, AlphaPet Ventures decided to introduce a document management system (DMS). The company chose DocuWare due to its tamper-free security, ease of use, and cloud-based functionality. The cloud-based solution offered quick implementation, maximum flexibility, and scalability without incurring large fixed costs. The system was launched with the support of DocuWare experts and ran flawlessly within a day with only minor improvements. Today, the approximately 50 to 100 invoices received daily by email or in paper form are immediately archived in the central document pool. Indexing is automated and only manually enhanced with information not readable from the invoice. The system automatically captures booking account number, cost center, performance period, and also the planned payment date. They are then transferred to a digital workflow to ensure verification within 24 hours.
Operational Impact
Quantitative Benefit
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