Linstow Baltic Improves Efficiency with DocuWare
Customer Company Size
SME
Region
- Europe
Country
- Estonia
- Latvia
Product
- DocuWare
- ERP Epicor iScala
Tech Stack
- Document Management System
Implementation Scale
- Enterprise-wide Deployment
Impact Metrics
- Productivity Improvements
- Digital Expertise
Technology Category
- Application Infrastructure & Middleware - Data Exchange & Integration
Applicable Functions
- Business Operation
Services
- System Integration
- Training
About The Customer
Linstow Baltic is a real estate company that specializes in the construction and management of shopping centers and mixed-use properties. The company operates real estate properties in Tallinn and Riga. Since 2016, the company has relied on a modern document management system, which has now become one of its key IT solutions. The company processes around 800 documents every month, which include documentation related to ongoing tenders, legal and insurance records, as well as supplier receipts, such as cost estimates, invoices, correspondence and contracts.
The Challenge
Linstow Baltic, a real estate company operating in Tallinn and Riga, processes around 800 documents every month. These documents include documentation related to ongoing tenders, legal and insurance records, as well as supplier receipts, such as cost estimates, invoices, correspondence and contracts. Before the introduction of DocuWare, most of these documents were managed using an electronic file cabinet. However, the old system only supported filing and searching via a simple digital folder structure, which made it difficult to quickly retrieve documents during active processing. As a result, Linstow Baltic continued to work on paper despite the digital archive. The company’s management recognized the low added value of this method of working and set out to find a better solution. The main objective was to improve internal controls and tracking, as well as improve efficiency by connecting the document-based invoice workflow to the Epicor iScala accounting system.
The Solution
The DocuWare Partner took a systematic approach to implementation: after defining all requirements, they first created a configuration development as the basis for a pilot system, which was then put live after final approval. The data from the legacy system was also migrated during this process. A special feature was that the DocuWare partner based in Latvia carried out both installation and setup completely remotely: an on-site meeting only took place for the training of end users. Depending on the format, incoming documents are now either scanned or transferred directly to DocuWare in electronic form, for example when they are received as e-mail attachments. DocuWare automatically indexes standardized records, such as supplier invoices, based on the document content. In the case of incoming invoices, an approval workflow begins once the records are stored. The solution determines the correct workflow steps for each case and sends the invoices to the responsible department management, controlling and accounting. In the final step, DocuWare transfers the relevant invoice information to the iScala accounting system so that the appropriate data records can be booked there without double work for accountants.
Operational Impact
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