Major Office Supply Company Moves into the 21st Century
with Digital Solution & Services from DataBank
Since their early beginnings, this office products provider has relied solely on paper-based processing for their back office operations. They knew that as their business kept expanding, processing over 10,000 invoices per month was not sustainable, not efficient and certainly not cost-effective. They knew there were solutions in the marketplace that would automatically read vendor invoices, extract the data that staff were manually keying and post the data to their ERP system.
Once the decision was made to move to a more automated and digital solution, they sought out several service and solution providers who claimed to have the expertise to address their needs.
So why did they select DataBank over others?
From the onset, they could see that DataBank’s ‘claimed expertise’ in Accounts Payable was well-founded. They saw that DataBank’s approach was not one of jumping to an answer but to first take the time to understand their specific needs and operation. Confidence grew when questions were quickly addressed by a DataBank Account Executive and one of DataBank’s Solutions Engineers, both of whom had demonstrated in-depth knowledge of AP processes. After touring one of DataBank’s regional production centers and observing the secure environment, processing speeds, and the staff’s attention to details, they knew they had found the right document management service and solution provider who would deliver exactly what they needed and wanted.
A live test of how their AP processing would exist in a digital environment was conducted using a range of different document types received and processed on a daily basis such as POs, Invoices, and Bills of Lading. Attention to their needs and to the specifics of their desired operation were unmatched by others. And, equally important their CFO and COO clearly saw and understood the value of the services and solution DataBank offered – the choice and selection of DataBank was clear.
A Few Specifics of the Solution & Results
Daily, DataBank picks up invoices from a Post Office Box, scans, extracts and verifies data which then kicks off an automated workflow process designed by DataBank to meet the client’s specific operating and processing rules
The solution also incorporates and automates Records Retention and Distributed Scanning as well as provides secure Hosting of all client documents and data, thus eliminating any software and hardware maintenance. DataBank provided document conversion services to digitize the previous two years of invoices.
Additionally, DataBank provided integration services for seamless operation with two application-specific ERP systems currently being used.
Labor costs have been reduced; processing time has been significantly improved and matched only by superior accuracy rates that are being achieved.
Our client has since moved to a digital solution for Tax certificates (over 1000 per month) to allow ease of access when required. They are now looking to extend and leverage the DataBank solution across other Administrative Services functions.
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