We were approached by a company, based in the UK, who provide road traffic management.
The company needed help with the way they raised invoices. Being a multi-site business they needed consistency in the invoices raised, wanted to reduce rekeying and reduce the amount of paper copies produced.
After discussing the current process with the company, SP Data Services worked closely with them to design and develop a multi-user system that also provided sign off stages for invoices and credit notes. Sign off allows draft invoices to be created and only sent to the customer on approval. The system automatically produces the documents in pdf format and emails them to the customer, thus reducing the paper copies. A document archive has been created, where pdf copies of invoices and credit notes can be retrieved for viewing or emailing. The rekeying of data into their Sage accounts system was also removed by feeding the invoice totals electronically to Sage.
The delivered solution has freed up accounts staff, reduced the amount of paper generated and cut their credit note to invoice ratio down from 60% to 5%