Creditor entry

Takeover of accounts payable from Germany and Switzerland for an industrial group

The task was to scan, process and manage accounts payable invoices. Two teams processed the invoices and they were able to significantly increase efficiency by optimizing the scanning process. In addition, we were able to increase email invoices from 10% to 85%.

In the beginning, the company had a very manual process. The invoices were pre-entered on SAP, but then went through the whole company manually for sign-off. On behalf of our client, we automated the process and we were able to contribute to a massive increase in efficiency.

First, the invoices were still scanned at the company site and then sent into the workflow. We encouraged suppliers to send their invoices by email. We did the communication through emails, mails, and phone calls, with detailed instructions. We did not hesitate to ask several times to ensure would receive the invoices by email.

A forwarding agency supplier could provide the invoices on an FTP server. There we programmed a robot able to collect these invoices every morning and enter them into the system.

Together with our teams, we increased the automatic readout rate of the invoices to 80% of the accounts payable invoices through targeted learning of the systems. In addition, we were able to reduce manual work by means of contract matching (recurring invoices and limit setting). We used the tool Basware, implemented by the company Arcplace.

We are back-office specialists and it is precisely our goal not only to complete the tasks of our customers, but also to continuously optimize the processes and thus make them more efficient and cheaper.