DocuWare > Case Studies > ILB Group Streamlines Invoice Processing with DocuWare Cloud

ILB Group Streamlines Invoice Processing with DocuWare Cloud

Company Size

11-200

Region

Europe

Country

Belgium

Product

DocuWare Cloud
Kofax

Tech Stack

Cloud Computing
Document Management System
ERP System

Implementation Scale

Enterprise-wide Deployment

Impact Metrics

Cost Savings
Productivity Improvements

Technology Category

Application Infrastructure & Middleware - Data Exchange & Integration
Infrastructure as a Service (IaaS) - Cloud Computing

Applicable Industries

Transportation

Applicable Functions

Procurement

Use Cases

Inventory Management
Supply Chain Visibility

Services

Cloud Planning, Design & Implementation Services
System Integration

About The Customer

ILB Group is a logistics specialist based in Belgium. The company manages transportation via land and water, as well as containers. Through various partnerships, it draws on an impressive network of more than 100,000 vehicles. Major names from the chemical, pharmaceutical and plastics industries are among the customers of this logistics specialist, which employs a total of 30 staff and 40 drivers in Belgium, Holland, Germany and Spain. A document management system (DMS) handles the filing and processing of all incoming invoices. The company receives over 1,000 supplier invoices every month.

The Challenge

ILB Group, a Belgium-based logistics company, was struggling with the management of over 1,000 supplier invoices every month. The company received documents in various formats, including paper, PDF downloads via supplier portals, and by email. Anything not physically available was printed out, checked against internal order data, and finally approved. This process often led to overlaps in the printing process, resulting in confusion over which invoices already existed on paper. This led to plenty of duplicates and double processing. Some invoices were overlooked or lost, leading to unpleasant inquiries from suppliers or reminders for payment. The company’s managing director decided it was time to start looking for a digital document processing solution. An ERP-independent solution was crucial, since their individual national companies use different IT systems.

The Solution

ILB Group implemented DocuWare Cloud, a digital document processing solution. Today, receipts, which are now mainly received electronically, are first collected in a central mailbox. A Kofax-based algorithm classifies the documents and captures key index information. At the same time, the system adds other data, such as cost allocation to internal budgets or posting accounts. The documents are then transferred to DocuWare, where they are stored fully indexed in the digital archive. Invoice approval takes place automatically if a purchase order reference exists. DocuWare compares the invoice with open purchase order items and budget data from Navision. If there is a match, the invoice is released. At the same time, the DMS transfers all posting information to the ERP system, so that employees in accounting can display, post and pay the documents with just one mouse click.

Operational Impact

Since the introduction of the DMS, invoices are no longer lost. Once documents are in the system, they can be found again at any time and in the simplest way.
The simple and complete integration into existing IT systems also simplifies user training.
Even employees who only occasionally need access to invoices can see them at the click of a mouse without having to call on their colleagues in the accounting department.
The same applies to external auditors during the year-end closing process. Equipped with a targeted and secure read access, they can perform their work without having to be present on site.
Since DocuWare also controls internal processes, payment deadlines are easily met: Reminders are now a rare occurrence.

Quantitative Benefit

The accounting department has been able to keep its original staff without hiring new employees, even while the company has witnessed growth and an increase in the number of documents.