Creditor entry

Takeover of accounts payable Germany and Switzerland for an industrial group

The task was to scan, process and manage accounts payable invoices. 2 teams process the invoices and they were able to significantly increase efficiency by optimizing the scanning process. In addition, we were able to increase from 10% email invoices to 85% email invoices.

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 the visa. On behalf of the 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 the suppliers to send the invoices by email. We did this on the one hand with emails and letters with detailed instructions, and on the other hand by phone. We did not hesitate to ask several times so that we could receive the invoices by email.

A forwarding agency supplier could only provide the invoices on an FTP server. We built a small robot there that collects these invoices in the morning and enters them into the system on a daily basis.

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 use 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 the customers, but also to continuously optimize the processes and thus also to make them more efficient and cheaper.