Invoice Digitization:
70% Time Optimization
How did an industrial company transform its invoice management with Scop Software Suite™?
“Thanks to Scop Software Suite, we have
succeeded in transforming a previously disorganized process into a perfectly structured and optimized workflow. This improved control has contributed to a significant reduction in late payment penalties, reinforcing our operational efficiency.”– Accounting Manager
The Challenge:
Manual invoice processing, based on paper entry and validation, meant that invoices took up to a fortnight to process. This slowness affected cash flow and made it difficult to meet payment deadlines.
The lack of traceability in the event of a dispute exposed the company to financial risks, while the overloaded workload of the accounting teams, particularly at closing time, encouraged errors and delays.
These difficulties resulted in recurring penalties and weakened relations with suppliers.
Proposed Solution
The implementation of Scop Software Suite has enabled us to completely rethink the invoicing workflow, introducing intelligent automation at every stage. As soon as invoices are received, they are automatically collected via a dedicated mailbox or digitized using connected equipment. This centralization has eliminated the need for multiple handling and reduced the risk of lost documents.
The essential data (supplier, amount, order number) is then extracted with precision thanks to OCR technology and indexed in a homogeneous way. This processing is completed by automated checks which reconcile invoices with purchase orders in real time, and flag any anomalies before validation.
A workflow orchestrates the approval process according to the company’s business rules: hierarchical circuit, validation level, allocation by cost center. Managers have real-time visibility, while automatic reminders prevent any blockages.
Finally, once validated, the data is integrated directly into the ERP system, guaranteeing rapid accounting without the need for re-entry. Invoices are electronically archived in a secure EDM, in compliance with legal requirements. Multi-criteria access, rapid search and report generation provide full traceability and facilitate audit preparation.
Thanks to this architecture, the solution was able to integrate seamlessly into the existing environment, while bringing a new strategic dimension to accounting management: greater fluidity, greater transparency and enhanced control.
Benefits
The results of this transformation are many and lasting. The first, immediately measurable gain is the 70% reduction in processing times: the complete cycle, previously fifteen days, is now limited to 48-72 hours. This rapidity has improved cash flow and secured supplier payment times.
Total traceability enhances the transparency and reliability of the process: each stage is time-stamped, validated and available for consultation, which has considerably reduced disputes and given greater visibility to the finance department.
Automated reminders have eliminated the delays associated with manual validations, reinforcing the company’s punctuality and credibility with its partners.
From an organizational point of view, the centralization of data flows and the elimination of repetitive tasks have transformed the day-to-day work of our teams. Freed from manual data entry and follow-up, staff can now concentrate on strategic missions such as financial analysis, management control and budget optimization. This evolution has contributed to a more serene working climate, reducing stress at closing time.
In financial terms, the reduction in late payment penalties, the elimination of payment errors and better control of lead times had a direct impact on profitability. The company saw a rapid return on investment in the very first year, with lasting gains in operating costs.
This transformation has strengthened the strategic position of the accounting function. By relying on reliable tools, the company now has consolidated data that can be used for steering and decision-making. It has also improved its image with suppliers, who benefit from faster payments and more professional treatment..
