e-docs UK are proud to be of service to ECPP, a Malawi-based AIDS charity who have come to an end of their active operations. e-docs UK has fully digitised records from both UK and Malawian offices allowing the charities archive to remain compliant even after it has no employed staff. Documents have been scanned and images stored as Archive Quality PDFs which have been loaded to DVD for storage at the charities accountants and solicitors.
This nationwide installer and maintainer of Swimming pools has contracted with e-docs UK to digitise their past project documentation. This archive has been prepared and scanned and returned to FT Leisure as fully searchable PDF Images. Each project is retrievable by its unique project number and every page is fully searchable. Keeping the indexing to a minimum has given FT Leisure a very cost effective solution and has allowed them to maximise their ROI especially when compared to the significant amount of storage room now deployed to more profitable use.
DS Smith have contracted e-docs UK to provide them with a DM solution to house and facilitate approval of more than 14,000 invoices per month. The online cloud based solution allows DS Smith to add supplementary information to scanned and uploaded images as well as allowing staff from each of its depots to only view their own documents. Invoices are received directly by e-docs UK and are processed on a same day basis. DS Smith become paperless from day one with dramatically improved efficiency.
Having narrowly avoided a disastrous flooding of their student records, Kingston University contracted e-docs UK to provide them with a full online portal and document management solution for their medical students. e-docs UK collected records from three separate locations, scanned them and made them available on the OneViewDM platform. Staff at Kingston University were able to use the system from day one thanks to simple, easy to learn nature of the software. Work undertaken with Kingston’s staff allowed them to write their own e-document policy and has opened up the opportunity for more documents to be made available on OneViewDM. The accounts department now house all archived invoices and expense claims as part of the DM solution. Kingston University now house more than 500,000 page images on the OneViewDM Platform.
The accounts department of Greencore foods house all purchase invoices and use the OneViewDM platform to manage approvals across their multi-site operation. The success of the initial service led the HR department to choose OneViewDM as the vehicle to allow both archiving and current use of HR files, Payroll files and Occupational Health Records. Staff access documentation on a daily basis with users strictly defined to only allow access to records they are authorised to see. Greencore Foods now house in excess of 150,000 pages on the OneViewDM Platform.
This major company in the Heavy Engineering sector used e-docs UK to fully digitise their purchase and supply documentation. Carried out in three separate phases e-docs UK arranged for the packing up, collection and processing of over 150,000 pages. The documents were prepared for scanning and all superfluous brochure literature was removed. Documents were scanned and indexed by project and date and returned to Quinta Raddison as PDFs for loading onto their own internal servers.
Workman LLP, a leading international provider of bespoke property management services, has awarded e-docs UK a major new contract to deliver a new Purchase to Pay invoice automation solution. The new solution will streamline their accounts payable process resulting in greatly reduced processing time and cost. With the new e-docs UK system in place Workman LLP will enjoy straight through touch-less processing for the vast majority of their invoices.
To read more on Invoice Automation from e-docs UK please click here.
The Bar Council, which represents the interests of barristers in England and Wales, selected e-docs UK to provide a range of document management services to help organise its archive of stored documents in readiness for a forthcoming move to new offices. e-docs UK arranged for document collections to be made over the quieter weekend periods to minimise disruption to the Bar Council’s normal business operations. Every document was scanned and formatted for uploading to the Bar Council’s existing document management system and the project was completed within the planned four-week period.
e-docs UK has launched a new purchase invoice automation solution. Developed in partnership with Palette, the enterprise purchase-to-pay specialist, e-docs UK will integrate the PaletteArena and Palette Online suites into its range of purchase-to-pay (P2P) automation and management solutions, enabling customers and clients to achieve significant cost-savings and efficiency gains.
The new Palette suites meet e-docs UK’s requirement for an integrated, flexible P2P platform that enables customers to quickly migrate and automate their invoice and accounts handling processes. After an extensive evaluation of the market, e-docs UK selected Palette’s solutions as they provide companies of any size with the fastest possible route to easier, more flexible invoice processing as well as giving users secure, cloud-based access to their supplier invoices for checking, authorisation and detailed reporting.
According to e-docs UK: “With flexible deployment options and web-based management, integrating Palette with our own P2P solution enables us to offer our customers secure access to their invoices and visibility of their purchase ledgers wherever they are. It will enable organisations to improve accounts payable efficiency and reduce processing costs to without upfront capital outlay.”
e-docs UK’s new purchase invoice automation solution includes a web portal and improves invoice management from receipt to payment. It integrates easily with accounting, information and business systems to automate and streamline accounts payable activity and is available both as an on-premise and a cloud solution.
Lucy Beck, sales director for Palette in the UK, added: “e-docs UK is one of the UK’s most experienced and innovative providers of P2P solutions and I am delighted to welcome them on board as a Gold Partner. It will extend the delivery of Palette’s innovative solutions to a wider range of companies and help build our presence in the UK market.”
Formed in 2007, United Asphalt is a leading independent provider of high quality asphalt, macadam and specialist surfacing products used in a wide range of construction, maintenance and domestic applications. The company operates two asphalt manufacturing plants at Theale, Berkshire and Croydon, Surrey serving customers throughout London and the South East.
The Challenge
United Asphalt wanted to improve the efficiency of its accounting operations by reducing the cost of producing and despatching invoices, a process that was already outsourced, in readiness for the future adoption of e-billing. With more than 2000 invoices being produced each month, it also wanted to ensure that they were despatched on time. The company also wanted to streamline the way that proof of delivery notes (PODs) were handled and stored.
The Solution
After evaluating various solutions, United Asphalt asked e-docs UK to deploy a solution that would speed up the production and despatch of invoices, improve the handling of PODs and provide online access to all stored documentation.
Invoice data is received electronically on a daily basis via secure FTP transmission and uploaded to e-docs UK’s OneViewDM servers giving users secure, instant access to documents from any location around the clock using standard web browsers. It also enables United Asphalt to comply with all regulatory requirements relating to the tracking and storage of corporate data. Invoices are automatically sorted using address or account details to consolidate the number of envelopes required for daily despatch. Royal Mail approved machine-readable fonts are used to speed up the postal delivery process and take advantage of all available mailing discounts and a comprehensive audit report is emailed to United Asphalt with each run.
According to Lisa Search, Finance Director at United Asphalt: “e-docs UK has provided us with an cost-effective solution that enables our credit control operations to run more efficiently and provides a more accurate indication as to the current state of the business. As well as reducing the cost of producing and despatching invoices by more than 50%, it has helped to speed up the dispute resolution process and reduce debtor days.”
PODs are received from United Asphalt’s head office in Theale on a weekly basis for scanning and uploading to the OneViewDM servers within 48 hours. Every document is indexed using multiple criteria including supplier name, PO number, date and delivery point, to speed up the search and retrieval process and enable significant time savings to be achieved.
“We have been impressed by the way that e-docs UK took the time to really understand what we were trying to achieve and has provided us with a solution that meets all our requirements,” continued Lisa Search. “We are currently evaluating the feasibility of extending online access to suppliers which will deliver further benefits to the business.”
