DocuWare Document Management Solutions in Action
In recent months Keeley Travis helped two very different businesses on their journey to genuinely paperless operations, pulling them free of the hinderance that is paperwork and improving their internal processes at the same time. Here’s how.
DocuWare: The gift that keeps on giving
The first project involved a business gifts company based in Trafford Park, Manchester. Already keen users of digital solutions, they were looking for a digital document storage solution that would also simplify the way they work, notably their invoice processing and contracts management.
Requirements included integrating DocuWare with Xero, their online accounting software, and with their Google Workspace software. With invoices arriving via both post and email integration with email and a multifunction printer were key.
The solution we provided, of course, did both, allowing invoices to be indexed and stored by DocuWare no matter how they arrived. DocuWare’s Intelligent Indexing and full page OCR ensures incoming invoices are captured, recognised and automatically stored for later retrieval, while an invoice approval workflow was implemented to fully streamline the internal process without the need to print any digitised documents.
The company is also using DocuWare to securely store contracts and other legal documentation.
The result is a reduced staff workload, increased productivity, time and cost savings and peace of mind in terms of security.
DocuWare goes to school
Our most recent project was a completely bespoke solution for a primary school in South Manchester. We worked with their business manager to find a way to relieve one of their biggest pain points – requisition requests from teachers.
Whenever a teacher required the school to purchase new equipment or needed money from the budget for school trips and things like that they were required to fill out a paper form containing the supplier, the items required and other details which then had to be approved by both their line manager (an assistant head) and the business manager, who had to check the budget, fill out the correct cost centre and ledger codes, before passing it to school administration to place the approved order manually.
Forms were often mislaid, the process was often held up due to other priorities and there was no way to track requests along the various stages.
Our solution was to digitalise the entire process, providing an online form for teachers to complete – either from their PC or mobile devices – which would then kick off a digital workflow.
Once the form is submitted it is merged with the Trust approved form a key part of the process – and stored as a PDF within DocuWare. A notification is sent first to the business manager to review the request in DocuWare and either reject it (at which point the teacher is informed of the decision via email with the reason why) or approve it and assign it to the correct line manager for his or her approval.
The line manager reviews the request and upon approval the complete and stamped form is sent automatically to the school administration to place the order.
All requisition requests can be retrieved at any time and the stage at which its at can instantly be seen.
The result is a fast, efficient process which will save the school staff time and money in administration, as well as prevent any loss of information.
The school is now looking to roll out DocuWare to other areas, such as pupil applications and school maintenance.
In both these very different cases we have relieved the burden of paperwork, improved the efficiency of internal processes and freed staff up to concentrate on the real work without getting bogged down with paper-based tasks.
Would you like to bring your business into the digital age, go paperless and free yourself and your staff from laborious paper-based jobs? Speak to us at Keeley Travis about DocuWare and let’s start the process.