It seems like “workflow” is the buzzword of the day. Lately we’ve been hearing about workflow optimization, document workflows, workflow automation….and it’s true, many businesses do have workflow challenges that need to be addressed.
Workflows mean different things to different businesses. A workflow could refer to a document management system or an assembly line process.
Let’s look at a document workflow common to every business, accounts payable, and how automation can improve efficiency.
Scenario:
XYZ is a local coffee shop with three locations in the city. They sell a ton of coffee, but still process AP manually. It’s time consuming. The CFO spends most of his day dealing with paper. He’s got an MBA and plenty of ideas for how to grow the business but all that paper is wasting time that could be spent growing the business.
The Current Process:
Finance is handled at the main office, which means AP documents (invoices for deliveries, receipts etc) for each location must be sent to the corporate office. Right now when each location receives an invoice they:
- scan it at the location
- email it to corporate
- finance prints out the invoice
- enters the information into the system manually
- re-scans the invoice as a pdf
- saves it for record keeping
- pays the vendor
- finally, enters the transaction into the books
A lot of complex, time-consuming steps. This process also opens XYZ up to the risks of human error and security breach. If an employee makes an error, the process starts over. If a copy of the invoice is left laying around, confidential vendor information is at risk.
Improving the Process:
With a simple automated AP solution the process can take fewer steps, improving efficiency and security.
- Invoice is scanned at the location directly into the AP system
- Invoice is processed and digitally approved
- Payment is sent, and a record is automatically entered into the accounting system
No more manual entry, scanning, printing, re-scanning, just scan the invoice once, hit a button for payment and it’s done. This is just a single example of what automating a document workflow can do for your business. Imagine the time you could save to focus on growing your business through automating document workflows.
Want to learn more? Give us a call today and let us show you the benefits of document workflow optimization!
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