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Thickbroom Chartered Accountants is a well-established firm with over 50 years of experience. They offer personalised and comprehensive accounting services to businesses and individuals. Known for their attention to detail and strong client relationships, they provide support in areas such as business planning, tax planning, and corporate services. Their commitment to client success and proactive approach helps businesses thrive.
Thickbroom faced inefficiencies in managing and processing invoices for their client, Nellsar Ltd., a family-run care home provider. The manual handling of invoices via email and manual data entry into Sage 50 was time-consuming and prone to errors. Thickbroom needed a solution to automate and streamline this process but were hesitant about the complexity of transitioning to a new system.
They chose Officeology’s DocuWare Cloud solution for its robust features in document management and workflow automation. Implementing the DocuWare system, which included intelligent indexing and automated workflows, allowed invoices to be processed efficiently with minimal manual input. This significantly improved the accuracy and speed of their operations.
Invoices will be delivered to the solution via email. Intelligent Indexing will assist the process by making suggestions about the data on each page using an AI learning process, improving system accuracy over time and reducing the need for manual input. Once stored, documents will enter a workflow, which may include multiple levels of approval if costs are distributed across various care homes. Invoices arriving by post will be scanned to email, and those received via email will be imported into DocuWare using the mail connector; users can also drag and drop invoices directly into the DocuWare web interface. Intelligent Indexing
will capture data, and the finance team will store the job in the correct cabinet, triggering a workflow. Once workflows are complete, DocuWare will export invoices in a standard CSV format, marking the documents as “Posted.”
After implementing Officeology’s DocuWare Cloud solution, Thickbroom experienced significant improvements in their invoice management process. The automation of data entry and indexing reduced manual intervention, saving time and increasing accuracy. The multi-level approval workflows streamlined the approval process, ensuring timely and efficient handling of invoices, even for those requiring multiple approvers. The enhanced system accuracy improved over time with AI learning, further minimising manual input. As a result, Thickbroom saw a considerable reduction in processing time and errors, leading to more efficient and reliable financial operations for their client, Nellsar Ltd.
From Claudia Saccomani, Director:
“We’re really happy to have worked with Officeology to bring in DocuWare Cloud. It’s great to see how the solution has made a real difference, cutting down manual work and speeding up their invoice process. The automation has really helped us work smarter and more efficiently, and we couldn’t be happier with the results.”
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